Senior Project Coordinator

3 weeks ago

Southampton, United Kingdom University of Southampton Full time

March 2024

**End Date**:
31st May 2024

**Location**:
Highfield Campus

**Hours**:
36 Hours per week

**Job Purpose**:

- To coordinate various activities making up WorldPop’s portfolio of research and enterprise projects.
- To support the day-to-day work of projects, lead on comprehensive project documentation and reporting, ensure activities are in line with project schedules.
- To support the WorldPop at all stages of the pre
- and post-award lifecycle, being the focal point for RIS, Finances and other Professional Services.
- To arrange the logistics of in-country engagements with partner organisations and stakeholders.
- To work in partnership with project leads and WorldPop’s Portfolio Management Office (PMO).

**Key Accountabilities/Responsibilities**:
**Project Support / Coordination**
- Develop and maintain a detailed knowledge of projects and their operational structures, and act as key point of information for all project staff.
- Contribute to development of project initiation and project delivery workflows with fit-for-purpose templates and processes.
- Track key project development in project logs.
- Provide project support for in-country engagements.
- Lead the coordination of activities between multidisciplinary international teams through convening and leading regular meetings, delegation of project tasks, management of project work to fit required timelines and documenting progress.
- Ensure that all of the reporting requirements of funding organisations are met, including coordination and preparation of materials for reporting, maintaining deliverables trackers, performing detailed analysis of project progress, highlighting and prioritising issues.
- Liaise with the University of Southampton’s RIS team for the creation of data sharing agreements and sub-contracts with project partners.
- Attend meetings with key in-country project stakeholders and ensure minutes and outcomes are recorded clearly for future reference.

**Liaison and Communication**
- Manage collaborative relationship between project partners involved in research and enterprise activities. Assist in coordinating interactions between project partners and between project team and various University departments and Services.
- Write progress/interiM/Final reports for funders / donors and support project leads in updating project documentation and project management and reporting tools
- Create and maintain SharePoint & Microsoft Teams space for WP projects and operations to facilitate remote working, share and manage content and information, and collaborate across the organisation.

**Travel and event management**
- Responsible for project travel logistics required for successful in-country engagements
- Carry out administrative tasks linked to in-country work, such as ensuring quotes are sourced for venues, finalising documentation to record participation, liaising with in-country staff regarding venue (and other) bookings.
- Manage visa support (including writing business support letters), travel and accommodation for the Project Staff attending project meetings/ workshops/ conferences. Ensure adequate risk assessments, business cases, Dean/VC/insurance approval where necessary) are carried out. Record all travel information on WorldPop’s Travel Register.
- Organise logistics for training and other project events (such as partner meetings), ensuring all activities run efficiently by co-ordinating diaries, sourcing and booking venues, preparing invitations, arranging travel, organising catering, etc.

**Any other duties**
- Work effectively as part of the wider WorldPop Portfolio Management Office (PMO).
- Contribute to continual improvement of project management practices for other projects.
- Any other duties allocated by the line manager following consultation with the post-holder

**Essential Skills**:

- Experience of project support and coordination in academia, NGO, public sector, or similar sectors involving multiple partners
- Experience in travel and events management
- Ability to deliver outputs consistent with expected standards in terms of productivity and quality.
- Able to plan and prioritise a range of one’s own standard and non-standard work activities.
- Ability to work independently, and prioritise conflicting workloads, and to multi-task.
- Ability to successfully plan and deliver operational projects over a period of several months (e.g. develop and implement in-house training).
- Able to solicit ideas and opinions to help form specific work plans
- Able to ensure staff are clear about changing work priorities and service expectations
- Be flexible and adapt quickly to change; be open to work with different teams/individuals as the business demands.
- Able to communicate effectively, both verbally and in writing with project stakeholders to meet project requirements
- Able to elicit information to enable fulfilling project deadlines
- Ability to deal with sensitive information in a sensitive ma

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