Symbio Project coordinator (Remote) JP316

The Project Coordinator at Symbio supports the planning, execution, and delivery of projects by ensuring smooth coordination across teams and stakeholders. Key responsibilities include:

• Project Support: Assist in scheduling, tracking progress, and maintaining project documentation.
• Coordination: Facilitate communication between project managers, team members, and external partners.
• Documentation: Prepare reports, meeting notes, and maintain project records.
• Monitoring: Track timelines, deliverables, and resource allocation to ensure projects stay on schedule.
• Issue Management: Identify risks or delays and escalate to project leadership when necessary.
• Process Improvement: Support the adoption of best practices and tools for efficient project delivery.
• Administrative Support: Handle logistics such as meeting coordination, status updates, and stakeholder follow-ups.

DELIVERABLES
The successful proponents must deliver the following, to successfully complete the engagement:
Support the maintenance of governance structures by helping update and distribute Terms of Reference (ToRs) for governance groups, committees, and working groups as directed.
Coordinate meeting logistics, including scheduling, preparing agendas, circulating materials, and documenting meeting minutes. Follow up on assigned action items, decisions, and risks to ensure they are tracked and updated.
Maintain up-to-date membership lists for governance bodies, assist with onboarding and offboarding processes, and help manage access to tools such as JIRA, Confluence, or shared drives.
Assist in preparing and distributing regular governance reports (monthly, quarterly, ad hoc) that summarize attendance, action status, and key updates.
Track governance decisions, action items, and risks using standardized tools and templates (JIRA), ensuring information is current and accurate across all workstreams.
Ensure documentation is consistently formatted and organized, supporting centralized storage using platforms like Confluence, shared drives, and email distribution lists.
Support process improvement activities by collecting feedback from stakeholders, monitoring basic metrics, and providing suggestions for improving governance coordination practices.

The individual will be required to sign a non-disclosure agreement and complete the Department's Privacy Training prior to commencing the assignment.