Project Coordinator

Iqarus has a proud history, extending over 40 years, of delivering fully-integrated healthcare solutions in complex and demanding operating environments. We operate across the medical spectrum from primary care and occupational health, to advanced pre-hospital trauma care, through to full scale laboratory, radiological, diagnostic and surgical capabilities. Our approach projects the highest standards of clinical care into the environments in which we operate, through a combination of local knowledge, multinational medical staff, integrated global clinical governance, training and medical supply. Our highly-skilled operational teams deliver frontline and preventative services to mitigate health risk and help organisations keep their workforces safe, healthy, resilient and productive. By increasing the quality, simplicity and efficiency of health delivery we enhance our clients’ return on investment in health and in many instances, help elevate social and/or humanitarian objectives too. Our clients include multinationals and SMEs, governments, non-governmental organisations, supra-nationals, and non-governmental organisations.

Role summary:

The Projects Coordinator forms part of the Operations Team, more specifically, the Business Delivery Unit. Working closely with the Assistant Operations Manager and Senior to Operations Manager, they provide overall support to Operations to ensure the smooth running of all projects from pre-mobilisation of new projects to daily running of current projects. They act as the main point of contact for deployed teams.

Duties and responsibilities:                                                                                                                                       

• Devising optimum rotational planning in coordination with Assistant Operations and Senior to Operations Manager and deployed personnel, ensuring Client’s requirements, as set in the project contractual scope of work, are met.
• Ensuring adequate coverage of personnel on medical services sites in alignment with client contractual obligations.
• Managing all travel arrangements including rotational flights, entry visas, and accommodation.
• Managing on-boarding and induction of all personnel prior to deployment to site.
• Informing Operations Support Centre of all new deployments to ensure adequate security briefing.
• Maintaining and supporting relationship with the Recruiting Team for recruitment needs, proactively identifying and flagging possible staffing gaps.
• Liaising with Recruiting Team to ensure that all documentation (i.e., qualifications, passport, etc.) are in order prior to deployment.
• Support HR to ensure renewal of staff qualifications and medical registration in home country.
• Ensuring that requests and enquiries from deployed personnel are answered in a timely and professional manner.
• Coordination with the Procurement Team to ensure staff members are issued uniforms and the correct equipment upon deployment.
• Maintaining appropriate records of staff uniform and equipment allocations, return and replacement.
• Coordination between deployed personnel and Procurement Team for re-stocking of medical equipment.
• Recording all expenses against relevant budget and escalating any financial risk to the Operations Manager as they arise.

• Coordinating payroll data for field staff, submitting to Assistant Operations Manager on a monthly basis and dealing with any payroll queries in a timely manner.
• Managing CPD enquiries, approvals and overseeing reimbursement of allowances ensuring yearly limit is not exceeded.
• Providing first draft of monthly timesheets and any supporting documentation required for client billing
• Providing information related to staff travel arrangements and costs to Commercial and Finance Teams as well as Senior Management.
• Assisting the Commercial and Accounts Management teams with client enquiries/ requirements and in providing staffing documentation as part of bid processes.
• Ensuring all clinical governance issues raised by deployed personnel are reported immediately to the relevant Regional Medical Director.
• Coordination between deployed personnel and Procurement Team for re-stocking of medical equipment including the support of the Inventory Control system and support of the SAGE release system with the procurement and finance teams.

• High school, or higher education qualifications
• Previous experience in a similar role, dealing with international personnel logistics, travel experience or similar roles
• Demonstrable experience working in a fast-paced and

Key Skills:

• Excellent interpersonal and communication skills.
• Exceptional organizational skills with the ability to work on own initiative and as part of a team. Resourceful with strong problem-solving skills
• Effective time management skills and ability to efficiently manage own workload
• Proficient in Microsoft Office (Excel, PowerPoint, and Word)
• Demonstrable understanding of dealing with confidential and highly sensitive information

Essential Capabilities:

• Ability to correctly interpret and apply relevant company policies and procedures
• Ability to work under pressure whilst remaining client focused.
• Result oriented, including out of standard office hours Critical thinking and ability to assess situations with a view to proactively pre-empt or resolve problems, liaising with relevant stakeholders.