Project Coordinator, Public Affairs

7 days ago

Dubai, United Arab Emirates APCO Worldwide Full time

**Job Purpose**
We are looking for an experienced project coordinator, with proven track-record in supporting complex
multi-stakeholder and fast-paced initiatives and projects, to join the team in the build up to and during the event.
You will work closely and support the project manager and team, in creating and bringing to life detailed
project plans and helping coordinate implementation involving internal and external teams. This role is
crucial for seamless coordination, efficiency, and engagement of multiple critical stakeholders essential to
the success of the vent's planning and execution. The role will encompass key coordinating tasks, including
scheduling and budget management, producing contact and project status reports, handing project
related queries as well as desk research and data analysis. The role is essential to removing barriers and
making things happen, supporting the project manager and core team and prioritise competing demands
for attention and time.
The individual will have the ability to work independently on projects, from conception to completion, and
must be able to work at a very fast pace and under pressure to handle a wide variety of activities and
confidential matters with discretion. It requires an individual with a high degree of resilience, maturity,
to tasks.
Passion and interest in business impact on society, sustainability and climate transition are a must.

**Key Responsibilities
**Project Management and Coordination
- Provide comprehensive day-to-day administrative and operational support to the project manager
and project team, including producing timelines, arrange meetings/appointments and organising
calendars, managing internal and external enquiries
- Utilise project management tools to ensure efficient use of time, budget and resources is maintained
throughout the project; support on project budget tracking and project procurement support
- Assign tasks to the internal project team and agency partners, managing delivery against deadlines
- Create and maintain comprehensive project documents, plans, briefing papers, reports &
presentations for the department and ensure all the team are briefed ahead of meetings
- Maintain project systems, including data management, filing systems etc.
- Act as the point of contact and communicate project status to internal and external stakeholders
- Maintain good relations with internal business support leads across all internal functions and
support in liaison with key external stakeholders including partner organizations, support teams in
key government departments and foreign embassies, drafting all correspondence with governments,
international organizations and other priority external stakeholders

Implementation
- Update status reports and schedules and maintain lists of action items to ensure smooth and timely
delivery of programs and associated deliverables/elements
- Support the project manager in monitoring project progress and handle any issues that arise or
escalate to Project Manager where necessary
- Manage the project risk register and support the project manager with project risk and issues
management
- Coordinate all appropriate legal paperwork (e.g., contracts, agreements etc.)
- Attend all project meetings, be the eyes and ears for the project manager to ensure there is one
holistic overview all the moving parts meetings to ensure constant and effective circulation of
information and ensure time-sensitive decisions

Programme Development
- Support the project manager in the development of thematic programme designed to advance
advocacy and public affairs priorities, deepening the client's engagement with priority stakeholder
groups on critical issues bridging business and societal impact.
Qualifications, Experience and Skills
- Bachelor's degree and minimum 2-3 years’ experience in working as a project coordinator or similar
role
- Experience in complex projects, from conception to delivery
- A strong written and oral communicator with a passion for stakeholder engagement and cross sectoral impact partnerships focused on advancing, business, climate and sustainability agendas.
- A process-driven individual with a proactive mindset and outstanding attention to detail, both in
processes and substance
- Self-starter who thrives under pressure, can prioritise multiple projects, take initiative and is driven
to achieving results in a dynamic environment.
- Strong interpersonal skills and ability to work collaboratively across departments and teams; ability
to manage and motivate a team to drive results.
- Uncompromising standards of personal integrity and maturity of judgement.
- A high level of proficiency and sophistication in both spoken and written English is essential; fluency
in Arabic is desirable. Other language skills will be a significant advantage.
- Advanced MS Office skills - PowerPoint, Outlook, Word and Excel.
- Flexibility with working hours - some opportunities may be outside of standard office

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