IT Project Coordinator

To plan & monitor budget & expenses for all internal service enhancement & ICT projects requested by departments across the Company to track project progress & examine cost efficiencies.
KEY ACCOUNTABILITIESDescription Cost Monitoring & Control·        Participate in budget planning for all ICT-related projects at the Company (Internal service enhancements or specific departmental request-based projects) & monitor costs expenditures to budgets to highlight any deviations from the budget.·        Coordinate with IT Project Management Specialist for budget planning for all future IT projects, prepare necessary documentation and budgets to be submitted to ICT Department Manager and other related departments. Technology Assessment& Support·        Conduct market surveys to assess latest technology trends &related cost projections to assist IT Manager & IT Planning & Control Section Head in project designing by providing inputs on project-related system capabilities, limitations, and cost-effectiveness.·        Evaluate current system effectiveness and propose new or systems enhancements, system changes or software packages as appropriate. Documentation ·        Create and maintain comprehensive documentation for all expenses & coordinate with finance to maintain proper track records.·        Manage and Control all Project official meetings including assuring attendees list and MOM are maintained and prepared.·        Create project libraries for all projects.·        Ensure all documentation related to specific projects are received in terms of planning and coordination (i.e. project schedule, site layouts, design mockups, etc..) Contractor Management·        Monitor performance of contractors engaged on projects on cost efficiency fronts & provide feedback to Planning & Control Coordinator & assist him in reviewing the performance of the contractors.·        Meet with related department managers for specific projects and receive their comments and forward them to the contractor for execution·        Meet periodically with the contractor to discuss the current project status, problems, and solutions needed to ensure smooth operations and project flow. Continuous Improvement·        Identify opportunities for continuous improvement of systems, processes, and practices taking into account ‘international leading practice’, improvement of business processes, cost reduction, and productivity improvement. ·        Attend when necessary to exhibitions, training, and events that can improve the planning and market knowledge to be used in future projects planning·        Continuously audit all running projects and ensure that the works are being done as per initial agreement with the vendor(s) and ensure the project timeline is met. Policies, Systems, Processes & Procedures·        Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.·        Adhere to all company/department confidentiality policies to ensure the privacy and security of all information. Statements and Reports·        Assist in the preparation of timely and accurate departmental statements and reports to meet and department requirements, policies, and standards.·        Prepare necessary project status report to be submitted to the direct manager. Quality, Health, Safety, & Environment ·        Ensure all relevant quality, health, safety, and environmental procedures, instructions, and controls are adhered to so that the safety of employees, quality of products/services, and environmental compliance can be guaranteed. Related Assignments·        Perform other related duties or assignments as directed.               COMMUNICATIONS & WORKING RELATIONSHIPSInternal:·        Proponent Departments·        All Users·        IT Project Management ·        ICT Manager·        Internal DepartmentsExternal:·        Vendors & Suppliers·        Market Research Agencies·        Training institutes·        Government authorities when needed  BOUNDARIES & DECISION-MAKING AUTHORITY ·        Key decisions having a significant impact on the Planning & Control team are referred to the IT Project Management Specialist for approval before implementation.