Assistant to Project Coordinator
Job Description
Job Description
Position Title: Assistant to Project Coordinator
Reports To: Project Coordinator
Employment Type: Full-time
Working Days: Saturday to Thursday
Working Hours: 8:00 AM - 5:00 PM
Location: Erbil
Position Overview
The Assistant to the Project Coordinator supports all operational, administrative, and coordination functions required for the successful execution of field activities. This role acts as the direct backup to the Project Coordinator, possessing full knowledge of all operational workflows, PMO guidelines, and field processes.
The Assistant must ensure seamless communication, continuous oversight of teams, proper documentation, and adherence to operational standards across all departments. This position requires strong organisational skills, real-time responsiveness, and the ability to independently manage at least two operational fields within the Investigations team.
Key Responsibilities
Operational Support & Coordination
Fully understand all responsibilities, workflows, and requirements of the Project Coordinator and be able to perform them when needed.
Ensure all scheduled meetings occur without cancellation or delay, coordinating attendance and preparing required materials.
Assist in the coordination of daily, weekly, and monthly plans across all field operations.
Maintain real-time communication with supervisors, field teams, PMO, and MoEL when required.
Provide immediate support in operational escalations and follow up on unresolved issues until concluded.
Attend meetings on behalf of the Project Coordinator whenever the Project Coordinator is unavailable, ensuring that no meeting is cancelled, delayed, or rescheduled.
Represent the Project Coordinator professionally in all meetings, whether held with PMO, MoEL, internal teams, government entities, or external stakeholders.
When both the Project Coordinator and Assistant attend meetings, the Assistant must ensure full follow-up, documentation, and action-tracking.
Take detailed minutes of every meeting, capturing:
- Key decisions
- Assigned tasks and responsibilities
- Deadlines
- Action items
- Issues raised
- Follow-up commitments
Ensure minutes are submitted promptly to the Project Coordinator and relevant stakeholders after each meeting.
Record meetings whenever possible (with permission) to ensure accuracy and complete documentation for internal reference.
Maintain a structured archive of all meeting minutes, recordings, and follow-up actions to ensure continuity of information.
Ensure that all outcomes from meetings are communicated clearly to field teams, supervisors, and relevant departments.
Field Oversight & Management
Independently manage at least two (or more) of the following operational fields:
· Move-ins
· Troubleshooting & investigations
· Call centre operations
· Meter mapping & meter mapping issue resolution
· Dunning operations
· CT meter linking
· TR refurbishment & CT installations
Ensure tasks in assigned fields are executed correctly, on time, and in line with PMO requirements.
Monitor field performance, follow up on pending tasks, and support supervisors to maintain consistent workflow and execution quality.
Compliance & Quality Control
Ensure all teams strictly follow PMO guidelines, workflows, and operational procedures.
Conduct daily follow-ups with field supervisors to verify compliance, safety, and accurate reporting.
Identify operational gaps, report deviations, and assist in corrective measures.
Conduct routine spot checks to detect irregularities, prevent fraud, and validate stock usage.
Reporting & Documentation
Assist in preparing weekly and monthly operational reports for the Project Coordinator and PMO.
Ensure stock reports, field logs, attendance sheets, mapping reports, and issue logs are correctly submitted and updated.
Track daily performance metrics across assigned fields and escalate any inconsistencies.
Maintain accurate documentation of all communications, issues, risks, and resolutions.
Communication & Professional Conduct
Maintain a diplomatic, respectful, and solution-oriented communication style with PMO, MoEL, and all internal teams.
Ensure rapid response time to emails, messages, and escalations from senior management and PMO.
Represent the Investigations Team professionally, putting ego aside and prioritising project success.
Support the Project Coordinator during high-pressure situations by handling administrative or operational load when required.
Process Improvement & Risk Management
Identify weaknesses within current field processes and propose improvements to enhance efficiency.
Conduct basic risk assessments for assigned fields and recommend mitigation strategies.
Assist in developing new procedures, tools, and workflows to optimize operational performance.
Ensure transparency and accuracy in stock movement, equipment issuance, and material usage.
Key Performance Indicators (KPIs)
Successful management of assigned operational fields
No delays or cancellations in scheduled meetings and coordination tasks with PMO
Accuracy and timeliness of reports and documentation
Compliance of field teams with PMO guidelines
Effective support during escalations and operational challenges
Improvements suggested and implemented in workflow and processes
Qualifications and Skills
Education
Bachelor’s degree in Business Administration, Project Management, Electrical Engineering, or a related field (preferred but not mandatory if experience is strong).
Experience
Prior experience in coordination, field operations, or administrative management is preferred.
Experience in utility, infrastructure, or smart meter projects is an advantage.
Skills & Competencies
Strong organisational and multitasking abilities
Excellent communication skills with diplomatic and professional conduct
Ability to work under pressure in a highly dynamic environment
Good analytical and reporting skills
Proficiency in Excel, PowerPoint, and digital tools for reporting and coordination
High attention to detail and strong follow-up discipline
Ability to manage teams, tasks, and deadlines independently
Work Environment
Combination of office-based and field-based work
Fast-paced, high-pressure environment requiring continuous communication and adaptability
Frequent coordination with supervisors, field teams, PMO, and MoEL