Job Title

Project Logistics Coordinator

Role

To provide project coordination and logistics support to allocated projects globally (Europe, Africa, South America and South East Asia), primarily in Europe, Americas and Africa but also other territories where required, in accordance with the defined competency requirements.

Reporting to 

Regional Operations Manager for line management

Project Manager for specific projects

Academic Competencies

• Evidence of Project Management training preferably through an accredited body such as PMI Prince2

• Advanced user in the following Microsoft applications; Outlook, Word and Excel Experience of using financial database, e.g. SAP, Deltek, etc

• Basic user in other Microsoft applications

• Tertiary education in engineering, project management or business studies preferred Advance use of Microsoft Projects or eq. planning tools (Artemis or eq.)

• Experience of Project Management Tools (Deltek, JD Edwards or eq.)

Experience Competencies

• A minimum of 2 years’ experience working within a Project Management team covering both Project Coordination and Logistics, preferably some planning experience.

• Ability to communicate effectively, through oral and written means, at all levels within EM&I, Client and Vendor organisations on a wide variety of project related matters.

• Planning/organisational skills with the flexibility to respond to unexpected requests requiring delivery in short timescales.

• Experience of supporting financial control of projects and strong commercial awareness.

• Ability to prioritise workload using effective time management skills.

• Supporting the management of personnel and equipment resources and delivering project information on planned versus actual cost and progress.

• Ability to work independently and proactively but also as part of a team.

Responsibilities

Project Coordinator Support

• Understanding contractual terms and conditions and supporting compliance thereof

• Set-up and policing of PM-013 (internal procedure) for all allocated projects

• Day to day co-ordination of allocated projects

• Create and update project files / libraries on daily basis

• Reviewing of timesheets / expenses for site-based personnel

• Production and update of project plans

• Attending internal and Client progress meetings to monitor and review project deliverables

• Preparing weekly progress action plans and monthly progress reports

• Review of Daily Progress Reports (DPRs), addressing any issues, summarising and forwarding to Project Manager for issue to Client

• Chair pre and post mobilisation briefings of site-based personnel and lessons learned meetings

• All work packs (complete and checked) and equipment manifests and documentation / certification (complete and checked) for allocated projects are provided to the Team Leader in accordance with the Project Plan Ensure the Project Folder is complete and shared with relevant technicians

• Cost control – monitoring project spend against CTR / PO and raising variation orders where required

• Sales invoices for your allocated projects are submitted to the Finance Team for issue to the client in accordance with the required timescales and with fully completed operations input to Sales Invoicing Checklists in all instances

• Work closely with Project Manager on WIP management. Target for WIP on assigned projects: WIP is no more than 15% over 60 days old

• Supporting Project Manager to ensure timely and efficient financial performance of project

Logistics Coordinator Support

• Plan site-based personnel resources in support of allocated projects in accordance with the defined competency requirements

• Compilation of Operations Request Forms to specify the required competency requirements & equipment and liaise with internal / external Clients to obtain clarification if needed

• Gain approval of proposed personnel and prepare appropriate contractual documentation, as required, including; Work Orders, Purchase Orders, etc.

• Organise visas, work permits, medicals, training, Client site inductions, etc. to ensure personnel are able to work in country and on Client sites in accordance with applicable regulations and rules

• Organise travel, local transport, accommodation, messing, etc. to ensure personnel arrive / depart the Client’s site embarkation / disembarkation point in the appropriate time scales and in accordance with logistics procedures

• Interface with Clients to ensure personnel are booked on appropriate transportation to / from Client sites

• Attend and provide input to Operations Meetings

• Provision of non-working hours logistics support through the allocated telephone number

• Ensure all site-based personnel certificates are current and relevant for project

• Track site-based personnel, per project, working days to ensure that applicable working time legislation and guidelines are adhered to and report any potential breaches to both the General Manager and the Project Manager

• Knowledge of up-to-date technician rates and negotiate rates with technicians and leads as per procedure and cost / sell

• Supporting Regional General Manager with logistics and purchasing etc.

Quality, Health, Safety & Environment (QHSE)

• Supporting compliance with Company and Client Health, Safety and Environment policies

• Support internal and external Quality Audits including knowledge of, and actions required, to ensure that the project components of ISO 9001 (Quality), ISO 14001 (Environmental) and OHSAS 18001 (Health & Safety) are full-filled

• Assist with required training of Project Logistic Coordinators and other staff, existing or new to company, on procedures and best practise within your role

Any other tasks and project related activities as directed by the Line Manager.