Project Coordination Assistant

3 weeks ago

City of London Greater London, United Kingdom Project People Full time
Position Overview:
We are seeking a dedicated Project Coordination Assistant to join our team on a rolling contract basis. This role is essential in facilitating the operational activities within the TMF Coordination Department, ensuring seamless collaboration between local and headquarters teams.

Key Responsibilities:
1. **Support Local Operations:**
- Assist the director in overseeing the local team’s functions across various European countries.
- Organize local business meetings and manage labor hour claims for team members.
- Aid in the review of timesheets and expense reimbursements.

2. **Project Management Assistance:**
- Contribute to the smooth execution of TMF Coordination projects by creating and closing project codes.
- Prepare annual budgets, monitor monthly budget execution, and assist in rolling forecasts.

3. **Procurement and Financial Support:**
- Facilitate procurement processes, including (S)PR initiation, PO acceptance, and management.
- Oversee supplier certification and invoice payment settlements.

4. **Business Communication Facilitation:**
- Enhance communication between the local team and domestic business units in China.
- Coordinate business meetings, gather and manage business objectives, and summarize monthly progress reports.

5. **Business Analysis Support:**
- Assist in analyzing industry trends related to the TMF Coordination Department in Europe.
- Help team members in generating project reports in both English and Chinese.

6. **Event Organization:**
- Aid in the planning and execution of major departmental events such as summits, conferences, and workshops.
- Organize team-building activities to foster internal collaboration.

7. **Recruitment Assistance:**
- Support the recruitment process for new positions based on business needs.
- Liaise with headhunters, procurement, and HR personnel regarding sourcing and processing.

8. **Compliance Management Support:**
- Assist the director in managing compliance aspects, including information security and export control.

Qualifications:
- Bachelor’s degree or equivalent relevant experience.
- Minimum of 2 years in a related role; experience in ICT and project management systems is advantageous.
- Exceptional written and verbal communication skills; proficiency in English is required, and Mandarin is a plus.
- Strong organizational, analytical, and problem-solving abilities.
- Proficient in MS Office Suite, including Excel, Word, Project, PowerPoint, and Visio.
- Experience in an Agile environment is preferred.
- Detail-oriented with the ability to maintain a comprehensive view of projects.

Project People is acting as an Employment Business in relation to this vacancy.

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