Project Coordinator September 2022
Thanks for yourClaudiatime, Córdova Project Coordination Team Manager
Welcome Letter
Thank you for your interest in the role of Project Coordinator with Oxford HR. We are excited that you are curious to join our team and we would like to get you to know us a bit more.
Our team is made up of transparent people with a good sense of humor, with high organisational skills, attention to detail, superb communication skills, analytical thinking and teamwork spirit. We are a group of enthusiasts who are not paralysed by new challenges, and we are proud of the team dynamics we have built.
If any of this resonates with you, I invite you to continue reading this pack to learn more about who we are and what type of profile we are looking for this role. Maybe this is the right place for you!
In this role you will have the opportunity to work with colleagues who bring a breadth of experience in the international development field, as well as the opportunity to work with a global team, with different cultures and backgrounds. Likewise, you will have the chance to participate in the entire cycle of our projects, from start to finish, which will give you a complete vision of what we do and will allow you to develop in your role with autonomy and empowerment.
The Oxford HR Project Coordination team is no different in this regard. We are united in the commitment to create impact through honest teamwork. We are a team which believes in collaboration, we are not afraid to recognise our limitations, we are excited to share what we know, and we are always open to continue learning.
2Oxford HR - Project Coordinator
In the current context, where we face climate, social, and political challenges, we are inspired by the idea of collaborating for the construction of a better society for all. For this reason, we only work with organisations that have a defined vision and mission to create a positive impact.
Oxford HR has grown a lot in recent years, and that is always a motivating challenge. We are opening new offices around the world and our client portfolio is becoming more robust. We are achieving the impact we want through our strategic collaboration with highly respected organisations worldwide, united by the desire to find those leaders who will make tomorrow’s difference.
Role Title: Project Coordinator Location: Flexible (Amsterdam, Oxford, Singapore, Canada) Reports to: Project Coordination Manager
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The
The Company
Oxford HR is a specialist executive search and organisational effectiveness firm dedicated to serving the needs of the for-purpose and not-forprofit sectors in a wide variety of practice areas. We identify, support and promote the leaders, thinkers and doers that can help our clients make a real Oxforddifference.HRisanambitious, fast growing and multicultural firm with a strong commitment to championing diversity. Our headquarters are in Oxford, and we have offices in London, Amsterdam and Nairobi, with associate consultants and researchers across Canada, Bolivia, Venezuela, Thailand, Hong Kong, Belgium, India, Morocco, France, the Netherlands, Germany, United Kingdom, South Africa, Senegal and Australia.
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Job Purpose
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The main objective of this position is to assist with specific administrative tasks related to their assigned projects in an efficient manner. This role will be in charge of coordinate and communicate all the details of projects and specific assignments to team members and serve as a liaison between those team members, clients and candidates. The role is expected to support 8 to 14 projects with diverse clients and for localized searches all over the world simultaneously.
• Monitoring the progress of projects and creating project status reports for consultants and clients.
Data Admin
• 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.
• Assist in special projects such as HR consultancies.
• Manage data securely and confidentially.
Office Management
• Attend team meetings and take turns in taking meeting minutes/chairing.
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• Dealing with, and routing, general telephone queries from clients, candidates and the general public.
• Ensuring projects adhere to frameworks and all documentation is current, properly filed and stored.
• Carry out overall administration of each assignment efficiently and accurately.
• Maintain and update the projects schedule.
Additional Responsibilities
In addition to the key responsibilities, it is expected that the Project Coordinator support new members of the team in their induction and training.
Key Responsibilities
• Evaluate potential problems and technical hitches and develop solutions.
Account Management
• Maintain effective communication with all stakeholders during all phases of the project.
• Store all the information about candidates, clients, sources and organisations in the database and ensure information is up to date.
• Create and manage both paper and electronic filing systems to meet the organisation’s developing needs.
• Documenting and following up on important actions and decisions from meetings.
• Proofread documents when needed.
• Carefully follow internal procedures and standards, supporting the whole organisation in having reliable and accurate information.
• Organising, preparing materials, participating and issuing of minutes in stakeholder meetings.
• Assist with the production of reports.
This post is expected to develop and for new duties to be added as work streams and technologies change.
• Receiving post and emails, dealing with the routine and forwarding the rest to the relevant member of the team.
• A positive, supportive attitude towards colleagues, candidates and clients.
• Demonstrable experience and confidence to liaise with senior colleagues.
• Project coordination or at least administration experience with a ‘completer–finisher’ attitude.
Person Specification and Qualifications
• Working knowledge of databases, data and communicating the salient points of complex information.
• Technology skills: ability to use computerbased technology to complete different tasks.
Desirable
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• Competency in Microsoft applications including Word, Excel, Outlook, and Teams.
• Flexible and ability to adapt to change.
• Ability to foresee and mitigate problems, as well as a proactive approach to problem solving.
• Self-awareness and empathy.
Essential
• Good interpersonal skills capable of maintaining strong relationships.
• Honest and trustworthy.
• Self-motivated and driven to succeed.
• Experience working with diverse time zones.
• Commitment to Oxford HR’s culture and core values.
• Additional language skills.
• Confident and not afraid to take the initiative.
Personal Attributes
• Keen attention to detail.
• Good understanding of cultural diversity.
• Exemplary organisational and multi-tasking skills and ability to work on tight deadlines.
• Experience working remotely.
• Excellent written and oral English language communication skills.
• Ability to work effectively both independently and as part of a team.
Personal Style and Behaviour
• Collaborative and inclusive working style.
• Ability to remain calm under pressure and respond to changing demands and priorities when required.
• Exceptional verbal, written, and presentation skills.
• Eager to learn and contribute to a collective goal.
Experience and Skills
• Ability to reach collegiate decisions.
• Team player: ability to work effectively within and across teams, and ability to build strong relationships with remote teams.
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.
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.
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:
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.
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.
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Ethical and transparent – we uphold principles of ethical recruitment including openness and transparency in our dealings with candidates and clients.
Applications will be reviewed on a rolling basis.
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.
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 mlaguna@oxfordhr.co.uk
Closing Date
How to Apply
Selection Process
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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
Diversity and Inclusion Policy
All candidates will receive feedback. Shortlisted candidates may be required to undertake additional assessments and tasks prior to the final interview.
10Oxford HR - Project Coordinator Our Clients
11Oxford HR - Project Coordinator www.oxfordhr.co.uk | Company No. 6456325 LONDON 5 Tanner +44UnitedBermondseyStreetLondonSE13LEKingdom(0)2079397459 AMSTERDAM Korte Schimmelstraat 12 1053 +31TheAmsterdamSZNetherlands(0)683334473 NAIROBI Workify Africa ABC +254WaiyakiPlacewayNairobiKenya(0)797233 217 SINGAPORE 7500A Beach Road +65SingaporeThe#04-326Plaza19959191141439 OXFORD 46 Woodstock Road +44UnitedOX2Oxford6HTKingdom(0)1865985457