Project Support Coordinator (South Africa) at Genesis Analytics

ROLE DESCRIPTION:

• The Project Support Coordinator in the Programme Management Unit (PMU) provides essential logistical, administrative, and project management support across the planning, implementation, and dissemination phases of projects. This role requires strong coordination across teams and stakeholders, smooth day-to-day operations, a proactive, solution-focused mindset, and a continuous improvement approach. This position offers a foundational entry point for individuals aspiring to grow into project management roles within Genesis Analytics.

Key Responsibilities: 

Project Support and Coordination

• Provide logistical, administrative, and basic project monitoring to support project teams, ensuring compliance with all relevant policies and procedures
• Assist with the coordination of security protocols and prepare corresponding forms
• Maintain and update project documents and trackers, including contracts, purchase orders, invoices, and meeting notes
• Support in note-taking during project meetings and assist with the timely dissemination of notes/minutes to relevant teams
• Assist with keeping project finance records and provide support in basic financial reporting as requested
• Provide administrative and logistical support to team members as queries arise
• Escalate issues to Project Managers or Assistant Project Managers where needed to mitigate risk and support efficient problem-solving

Event and Logistics Management

• Coordinate and manage logistical arrangements for workshops, conferences, seminars, training events, and other project-related activities
• Oversee project-related travel, duty of care, visa, hotel, and general logistical arrangements for team members and external stakeholders
• Manage vendor relationships for event-related services (e.g. venues, catering A/V), ensuring cost-effectiveness and quality
• Ensure travel and security compliance in event planning and delivery
• Support post-event reporting and documentation

Consultant and Contractor Support

• Support the enhancement of consultant networks and databases, including assistance with vetting procedures and expertise mapping 

Additional Responsibilities:

• Support organisational strategic initiatives focused on project management processes and systems
• Assist with knowledge management initiatives, ensuring information is well-organised and accessible
• Assist with the preparation of presentations, briefing packs, and project documentation
• Utilise digital collaboration and productivity tools (e.g. Google Suit, generative AI tools) as part of daily work
• Other tasks as agreed to support the PMU and project teams

Requirements
EDUCATION, KNOWLEDGE, SKILLS, EXPERIENCE AND PERSONAL COMPETENCIES:

• Bachelor degree level in Business Administration, Project management, International development, Hospitality, Event Management, or another relevant field
• 1 - 2 years of experience in an administrative, coordination, or support role, preferably within a project-driven environment
• Demonstrable experience in coordinating events, workshops, or complex logistical arrangements is highly desirable
• High level of numeracy and familiarity with basic financial documents (e.g., invoices, expense reports)
• Proficient in the use of Google Suite applications (Docs, Sheets, Slides, Calendar)
• Agility in adapting to and applying Generative AI tools
• Demonstrable confidence and clear communication skills, both written and verbal
• A highly organised and structured approach to work with meticulous attention to detail
• Demonstrable experience in managing your workflow and ability to complete requirements within set timescales
• Proven ability to work in a busy, fast-paced environment, demonstrating a solution-driven and positive attitude that allows for initiative and resilience
• A self-starter with the ability to work effectively as part of a team
• Ability to be flexible with a desire to work on new challenges
• Ability to deal with people at all levels, evidenced in good human relationship management
• Proficiency in managing confidential and sensitive information with discretion
• Confident working across multiple geographies, cultures, and time zones
• Comfortable working with colleagues face-to-face and virtually
• Strong planning and coordination skills, particularly across distributed teams and hybrid environments
• Ability to manage confidential and sensitive information with discretion