Project Coordinator, Public Affairs & Global Engagement Job at APCO Worldwide Dubai

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,
proactivity, self-motivation, initiative, creative abilities, as well as the ability to apply commercial acumen
to tasks. Passion and interest in business impact on society, sustainability and climate transition are a must.

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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

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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.

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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 working hours.