Oxford HR - Project Coordinator - Asia

Project Coordinator - Asia

March 2023

Oxford HR | Candidate Pack

About Oxford HR

Oxford HR is a fast-growing global leadership consultancy, specialising in the impact and for-purpose sectors. We manage executive level search and appointments and offer organisational effectiveness services which include coaching, consulting, team and leadership development for example.

We work with non-profits, NGOs, consultancies, foundations, start-ups, think-tanks, social enterprises, multi-lateral development banks and government institutions. Our clients are from all over the world. We have developed the following sector specialist areas:

• Board and Advisory

• Non-executive, trustee or advisory committee roles

• Health (medical research, health programmes,

• service delivery and health strategy)

• Government and International Institutions

• Higher Education and Research

• INGOs

• UK-based charities

• Philanthropies and foundations

Our teams work globally, some from offices in Europe (Oxford, London and Amsterdam) and Africa (Nairobi), and Asia (Singapore). We have around 35 staff, and 45 associates spread across 20 countries.

We are committed to equity, diversity, and inclusion which are part of our organisational values. We embrace cultural difference and strive towards creating inclusive behaviours across our organisation. As an organisation, we are learning and growing in our EDI journey and approach our work with an intersectional lens.

Our Vision is ‘a world that puts purpose before profit’ and our Mission is ‘to enable excellence in leadership in the for-purpose sector around the world.

Profile Summary

This is an exciting opportunity to join a rapidly expanding, leadership consultancy and executive Search firm, operating in the for-purpose sector.

The main purpose of the role is to work closely with the Researchers and Consultants, supporting them in the administration across a range of assignments at any one time. One example might be undertaking the administration for the executive search of a Country Director, Afghanistan with CARE International.

Oxford HR operates in four main regions with a team focused on each of these: Africa, Europe, UK, Asia and MENA. The Project Coordinator will ideally be based in Singapore, supporting the team across the different regions.

The Project Coordinator will carry out overall administration of each assignment efficiently and accurately so that information is readily accessible to the lead Consultants and Researchers. S/he will also research information on organisations and ensure that database is up-to-date and readily accessible by Consultants and Researchers.

This is a tight-knit, collaborative team and while each post-holder will have specific work areas assigned to them, from time to time they will have to cover each other’s work. This offers the opportunity to gain insight the entire recruitment process, from start to finish, and to learn from experienced consultants.

The Role

Job Title: Project Coordinator Reporting to: Project Coordination Manager Location: Singapore Salary: 42,000 – 48,000 Singaporean Dollars per annum

The main purpose of this job is to work closely with the Researchers and Consultants and assist them in project administration for at least 8-10 assignments at one time.

Key Responsibilities

Account Management

• Monitor the progress of projects and create project status reports for consultants and clients.

• Carry out overall administration of each assignment efficiently and accurately.

• Ensuring projects adhere to frameworks and all documentation is current, properly filed and stored.

• Maintain and update the projects schedule.

• Assist with the production of reports.

• Organise, prepare materials, participate and take minutes in stakeholder meetings.

• Document and follow up on important actions and decisions from meetings.

• Evaluate potential problems and technical hitches and develop solutions.

• Maintain effective communication with all stakeholders throughout the phases of the project.

• Maintain and update the Oxford HR job board as required and create job adverts and promote roles in social media and professional platforms and networks.

• Proofread documents when needed.

• Assist in special projects such as HR consultancies.

Data Admin

• Create and manage both paper and electronic filing systems to meet the organisation’s developing needs.

• Store all the information about candidates, clients, sources and organisations in the database and ensure information is up to date.

• Carefully follow internal procedures and standards and support the organisation in having reliable and accurate information.

• Manage data securely and confidentially.

Office Management

• Attend team meetings and take turns in taking meeting minutes/chairing.

• Handle and re-route telephone queries from clients, candidates and the general public.

• Receive and respond to emails, or forward to the relevant member of the team.

• Support new members of the team in their induction and training.

Person Specification and Qualifications

Experience and Skills

Essential

• At least 3 years Project coordination, administration and operational experience.

• Exemplary organisational and multi-tasking skills and ability to work on tight deadlines.

• Technology skills: ability to use computer-based technology to complete different tasks.

• Competency in Microsoft applications including Word, Excel, Outlook, and Teams.

• Working knowledge of databases, data and communicating the salient points of complex information.

• Exceptional verbal, written, and presentation skills.

• Good interpersonal skills capable of maintaining strong relationships.

• Good understanding of cultural diversity.

• Keen attention to detail.

• Demonstrable experience and confidence to liaise with senior colleagues.

• Ability to work effectively both independently and as part of a team.

• Excellent written and oral English language communication skills.

Desirable

• Experience working remotely.

• Experience working with diverse time zones.

Personal Style and Behaviour

• Ability to remain calm under pressure and respond to changing demands and priorities when required.

• Team player: ability to work effectively within and across teams, and ability to build strong relationships with remote teams.

• Collaborative and inclusive working style.

• Ability to reach collegiate decisions.

• Ability to foresee and mitigate problems, as well as a proactive approach to problem solving.

• Self-motivated and driven to succeed.

• Self-awareness and empathy.

• A positive, supportive attitude towards colleagues, candidates and clients.

Personal Attributes

• Commitment to Oxford HR’s culture and core values.

• Honest and trustworthy.

• Eager to learn and contribute to a collective goal.

• Confident and not afraid to take the initiative.

• Flexible and ability to adapt to change.

How to Apply

To apply for this post, click on the “Apply” button in the job landing page and complete our online application form. Please provide a CV and statement, which should be prepared before applying as they will be requested in the application process. The statement should be no more than 2 pages long and explain why you are interested in this post and how your skills and experience make you a good fit. Please relate your skills and experience to the person specification.

Closing Date

3rd April 2023

Selection Process

All candidates will receive feedback. Shortlisted candidates may be required to undertake additional assessments and tasks prior to the final interview.

Diversity and Inclusion Policy

Equality and diversity are at the core of Oxford HR’s values. Staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected.

Queries

If you have any queries on any aspect of the appointment process, need additional information, or would like to have an informal discussion, please email project-coordinatorasia@oxfordhr.com

Oxford HR Values

Oxford HR’s values are aligned with those of the international development sector, and we are trusted to appoint leaders who are not only technically competent but who are also aligned in terms of organisation’s culture and goals and committed to support the achievement of the Sustainable Development Goals (SDGs) and the priorities in the Agenda 2030. More specifically we believe in:

Continuous improvement – we measure and evaluate what we do, get feedback and improve uponit. We use technology to support our work and ensure our team are constantly learning and developing their skills. We innovate wherever we can to secure our approach is the best possible for any project we undertake. We’re open to criticism. We’re naturally curious.

Collective and personal expertise – we believe no one person has a monopoly on the right answer and ensure we work collectively on our projects and challenges. We share knowledge and focus on disseminating ideas and expertise across the whole organisation. We hire people who are steepedin the backgrounds they’re delivering services in, who are professional and resourceful, and constantly eager to learn and committed to their own personal development.

Care – for our staff, our associates, our clients and candidates and for the sectors we work in. We work globally, across many cultures and constantly strive for a culturally sensitive response in all our projects. Our culture is non-hierarchical, and we regard staff and associates as equal parts of our Oxford HR family.

Cultural sensitivity – we recognise the under representation of certain minority groups in leadership roles and want to challenge that wherever we can. We relish having a diverse workforce.

Ethical and transparent – we uphold principles of ethical recruitment including openness and transparency in our dealings with candidates and clients.