Project Coordinator – Aspen TESS

Job Description

Office-based role - Dubai Office

Company Description

Aspen TESS is Aspen&aposs technology enabled shared services business, established to be a partner in unlocking business value through digital innovation and process efficiency. Aspen TESS will eliminate repetitive effort and use technology to optimize standardized processes, by delivering cost-effective services and innovative solutions to Aspen business units globally.

OBJECTIVE

On more complex projects, support the Programme and/or Project Manager in achieving smooth execution and completion of project tasks. For less complex projects, take full control of all elements of a project lifecycle on and end-to-end basis, with oversight as defined for a particular project.

Key Responsibilities

Project Governance and administration:

• Maintain Project records - organising and updating all project documentation, including project plans, schedules, budgets, RAID logs, meeting minutes and change requests to ensure transparency and a clear audit trail
• Reporting - Preparing and distributing project status reports, progress updates and other relevant information to the Project Manager, Steering Committee and other Project Stakeholders as per communication plan and governance requirements
• Track Key Performance Indicators (KPIs) against targets and/or baselines

Communication and Stakeholder Engagement:

• Facilitating Communication - act as a central point of contact for project-related communication, ensuring clear and timely information flows amongst team members, the Project Manager and Stakeholders
• Scheduling and Coordinating Meetings - arrange, coordinate, document minutes and key decisions/action items
• Disseminating Information - ensure that all Stakeholders are informed of any changes to the Project, decisions made, and key milestones
• Liaising with Stakeholders - assist the Project Manager in communicating with Customers, Vendors and other parties to gather requirements, provide updates, address concerns, always operating within the established governance guidelines

Monitoring and Tracking:

• Tracking Progress - monitor the daily progress and tasks and deliverables against the project schedule and report any deviations or potential delays to the Project Manager
• Issue and Risk Tracking - maintain all project logs, ensuring documentation, assignments to relevant Stakeholders, and ensure resolution or mitigation. Escalate significant issues or risks to the Project Manager or relevant governance body as per defined processes

ADMINISTRATIVE AND OPERATIONAL SUPPORT:

• Assist with Financial and Budget tracking - help track project expenses, invoices, purchase orders, and other financial documents to ensure adherence to the approved budget
• Supporting Change Control - assist in documenting and tracking change requests, ensuring that the correct processes are followed, and are properly approved by the relevant governance authority
• Compliance - ensure that project activities adhere to policies and procedures, and any other regulatory or Group requirements, as defined within the governance framework
• Promote best practices and relevant industry standards

• Computer proficiency incl. high skill level on Microsoft Office.
• Diploma or degree in project administration/management
• Project Management Professional (PMP) would be advantageous
• 3 to 5 years of experience in Project Controlling environment.
• Proficiency in project administration tools such as Microsoft Project, MS Teams, MS Office

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