Position: Project Coordinator – Contract Finance & Joint Ventures

Department: Contract Finance / Operations

Reports To: Chief Operations Officer / Head of Credit & Risk

Location: Lusaka, Zambia

Employment Type: Full-Time

JOB PURPOSE

The Project Coordinator Contract Finance & Joint Ventures will be responsible for the end- to-end coordination, execution, monitoring, and completion of projects financed by Panda Africa Solutions Limited, particularly Purchase Order (PO) Finance, Order Finance, Contract Finance, and Joint Venture projects.

The position will serve as the key link between Panda Africa Solutions, financed clients, investors, suppliers, contractors, project teams, and contracting authorities, ensuring that financed projects are executed within approved budgets, timelines, contractual requirements, and expected profitability.

The Project Coordinator will ensure that funds provided to clients are properly deployed toward the intended project and that projects are completed successfully, enabling timely payment and recovery of Panda’s investment.

KEY RESPONSIBILITIES

Project Planning & Mobilisation

• Review approved project financing structures, contracts, purchase orders, and project budgets.
• Develop project implementation plans, timelines, milestones, and deliverables.
• Coordinate mobilisation of resources, suppliers, contractors, equipment, and materials.
• Ensure all project requirements are in place before commencement.
• Coordinate project kick-off meetings with relevant stakeholders.

End-to-End Project Coordination

• Manage projects from financial close/mobilisation through execution, completion, invoicing, payment, and project closure.
• Coordinate all parties involved in Panda-funded Joint Ventures and Contract Finance projects.
• Monitor project progress against approved timelines, budgets, and contractual obligations.
• Ensure that project activities remain aligned with the approved financing proposal and business plan.
• Escalate delays, operational challenges, cost overruns, and other risks immediately to management.

Financial & Funds Utilisation Monitoring

• Monitor utilisation of funds disbursed to financed clients and project partners.
• Ensure funds are applied strictly for approved project purposes.
• Track project costs against approved budgets.
• Monitor project profitability and Panda Africa Solutions’ expected return.
• Identify and report potential financial leakages, cost overruns, or misuse of project funds.
• Work closely with Finance and Credit/Risk teams to ensure proper financial controls.

Procurement & Supplier Coordination

• Coordinate procurement of materials, equipment, and services required for projects.
• Monitor supplier performance, deliveries, invoices, and supporting documentation.
• Ensure delivery notes, invoices, purchase orders, and other project documents are properly maintained.
• Verify that goods and services supplied correspond with project requirements.

Project Execution & Quality Control

• Conduct regular project/site visits where necessary.
• Monitor progress against agreed project milestones.
• Ensure work is completed according to contractual specifications and quality standards.
• Coordinate technical teams, contractors, consultants, and other project personnel.
• Maintain photographic and documentary evidence of project progress where applicable.

Client & Stakeholder Management

• Maintain regular communication with financed clients and Joint Venture partners.
• Coordinate meetings between Panda Africa Solutions and key project stakeholders.
• Maintain strong relationships with contracting authorities, suppliers, contractors, and other stakeholders.
• Resolve operational issues promptly or escalate them to the appropriate authority.

Contract & Payment Monitoring

• Monitor contract milestones, completion dates, invoicing requirements, and payment schedules.
• Ensure all conditions required for client payment are met.
• Track expected receivables from contracting authorities or project clients.
• Follow up on project completion certificates, invoices, payment confirmations, and other documents necessary for repayment.
• Alert management early where there is a risk of delayed payment or project failure.

Risk Management & Compliance

• Identify operational, financial, contractual, legal, and execution risks throughout the project lifecycle.
• Ensure projects comply with approved Panda Africa Solutions policies and procedures.
• Ensure project activities remain within the approved financing structure.
• Report any deviation from approved terms to Credit, Risk, Finance, and Management.
• Support investigations and corrective actions where project irregularities arise.

Project Reporting & Documentation

Prepare and maintain regular project reports covering:

• Project progress and milestones.
• Funds disbursed and utilisation.
• Project expenditure versus budget.
• Procurement and supplier status.
• Project completion status.
• Outstanding deliverables.
• Expected payment dates.
• Project profitability.
• Risks, challenges, and corrective actions.

Maintain a complete project file containing contracts, POs, invoices, delivery notes, budgets, payment records, correspondence, site reports, completion certificates, and other relevant documentation.

KEY PERFORMANCE INDICATORS (KPIs)

Performance will be measured against:

1. Projects completed within agreed timelines.
2. Projects completed within approved budgets.
3. Successful recovery of Panda’s investment.
4. Achievement of projected project profitability.
5. Timely collection of project proceeds.
6. Effective utilisation and control of project funds.
7. Reduction of project delays and cost overruns.
8. Compliance with approved financing and Joint Venture structures.
9. Quality and timeliness of project reports.
10. Stakeholder and client satisfaction.
11. Early identification and escalation of project risks.
12. Successful closure of financed projects without unresolved obligations.

QUALIFICATIONS & EXPERIENCE

Minimum Qualifications:

• Bachelor’s Degree in Project Management, Business Administration, Finance, Banking, Economics, Engineering, Supply Chain Management, or a related field.
• Professional qualifications in Project Management, Finance, Procurement, or a related field will be an added advantage.

Experience:

• At least 3–5 years’ experience in project coordination, contract management, project finance, procurement, construction/project execution, or a related field.
• Experience managing Purchase Orders, contracts, supplier financing, project finance, or Joint Venture projects will be highly advantageous.
• Experience working with financed projects and monitoring client fund utilisation will be an added advantage.

• Review approved project financing structures, contracts, purchase orders, and project budgets.
• Develop project implementation plans, timelines, milestones, and deliverables.
• Coordinate mobilisation of resources, suppliers, contractors, equipment, and materials.
• Ensure all project requirements are in place before commencement.
• Coordinate project kick-off meetings with relevant stakeholders.
• Manage projects from financial close/mobilisation through execution, completion, invoicing, payment, and project closure.
• Coordinate all parties involved in Panda-funded Joint Ventures and Contract Finance projects.
• Monitor project progress against approved timelines, budgets, and contractual obligations.
• Ensure that project activities remain aligned with the approved financing proposal and business plan.
• Escalate delays, operational challenges, cost overruns, and other risks immediately to management.
• Monitor utilisation of funds disbursed to financed clients and project partners.
• Ensure funds are applied strictly for approved project purposes.
• Track project costs against approved budgets.
• Monitor project profitability and Panda Africa Solutions’ expected return.
• Identify and report potential financial leakages, cost overruns, or misuse of project funds.
• Work closely with Finance and Credit/Risk teams to ensure proper financial controls.
• Coordinate procurement of materials, equipment, and services required for projects.
• Monitor supplier performance, deliveries, invoices, and supporting documentation.
• Ensure delivery notes, invoices, purchase orders, and other project documents are properly maintained.
• Verify that goods and services supplied correspond with project requirements.
• Conduct regular project/site visits where necessary.
• Monitor progress against agreed project milestones.
• Ensure work is completed according to contractual specifications and quality standards.
• Coordinate technical teams, contractors, consultants, and other project personnel.
• Maintain photographic and documentary evidence of project progress where applicable.
• Maintain regular communication with financed clients and Joint Venture partners.
• Coordinate meetings between Panda Africa Solutions and key project stakeholders.
• Maintain strong relationships with contracting authorities, suppliers, contractors, and other stakeholders.
• Resolve operational issues promptly or escalate them to the appropriate authority.
• Monitor contract milestones, completion dates, invoicing requirements, and payment schedules.
• Ensure all conditions required for client payment are met.
• Track expected receivables from contracting authorities or project clients.
• Follow up on project completion certificates, invoices, payment confirmations, and other documents necessary for repayment.
• Alert management early where there is a risk of delayed payment or project failure.
• Identify operational, financial, contractual, legal, and execution risks throughout the project lifecycle.
• Ensure projects comply with approved Panda Africa Solutions policies and procedures.
• Ensure project activities remain within the approved financing structure.
• Report any deviation from approved terms to Credit, Risk, Finance, and Management.
• Support investigations and corrective actions where project irregularities arise.
• Prepare and maintain regular project reports covering: Project progress and milestones, Funds disbursed and utilisation, Project expenditure versus budget, Procurement and supplier status, Project completion status, Outstanding deliverables, Expected payment dates, Project profitability, Risks, challenges, and corrective actions.
• Maintain a complete project file containing contracts, POs, invoices, delivery notes, budgets, payment records, correspondence, site reports, completion certificates, and other relevant documentation.

• Bachelor’s Degree in Project Management, Business Administration, Finance, Banking, Economics, Engineering, Supply Chain Management, or a related field.
• Professional qualifications in Project Management, Finance, Procurement, or a related field will be an added advantage.