Vacancy title:
Project Coordinator

[Type: FULL_TIME, Industry: Business Management and Administration, Category: Management]

Jobs at:
TopFloor Limited

Deadline of this Job:
Friday, August 15 2025

Duty Station:
Zambia | Lusaka | Zambia

Summary
Date Posted: Friday, August 8 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Our client, an NGO that works tirelessly across developing nations to strengthen education systems, ensuring access, equity, and excellence in learning for all is looking to hire a Project Coordinator to join their team. The Project Coordinator will coordinate the workplan according to the budget allocated.

Key Tasks and Responsibilities

• The Project Coordinator will be responsible for approving overtime; recoup leave and teleworking for their direct team members.
• The Project Coordinator will also manage the budget for the project activity and all logistical needs ranging from participant registration and payments, venue selection and payments, logistical arrangements, accommodation for staff.
• Supervise and provide day-to-day operational supervision instruction to the Education Advisors assigned to the project program.
• Have regular progress meetings with direct reports to follow up on their work, professional development goals and competences needed for the role.
• Support bi-annual Development Cycle meetings for each direct report with the Education Manager.
• Developed a project workplan with a clear GANTT chart for each program activity that is assigned to you.
• Coordinate internal resources / stakeholders such as the Education Advisors, Strategic Education Advisors, MEAL Advisors and Operations Procurement Officers.
• Pro-actively participate in bi-weekly Project Coordinators meetings and contribute to the agenda by addressing improvements that benefit the development of the projects as well as the organization.
• Support the Operations Officer with the communication to coordinate with third parties/vendors for the flawless execution of activities.
• Monitor project progress in the leadup to donor reporting the activity.
• Act as the first point of contact and communicate project status to all stakeholders within the organization.
• Schedule and organize project meetings, prepare agendas, and document meeting minutes with action plans related to the project deliverables.
• Track deliverables and ensure timely completion of project milestones.
• Track project budget and liaise with the accounting team to ensure proper budget management.
• Track quarterly forecast with the accountant assigned to the project and ensure monthly bookings are incorporated correctly in the forecast.
• Conduct risk assessments and escalate issues when necessary.
• Follow internal processes and adhere to approval flows as mentioned in the Standard Operating Procedures (SOP) within the organization.

Requirements

• Must have a minimum of a bachelor’s degree.
• Must have proven experience (minimum 5 years) in project management.
• Should have strong organizational and time management abilities.
• Should be an excellent communicator and possess stakeholder management skills.
• Should be a strong team player.
• Should be proficient with MS Excel (e.g., VLOOKUP, pivot tables).
• Should possess excellent problem-solving skills.
• Should be fluent in English.
• Previous experience in a supervisory role is a plus.
• Experience in a non-profit organization is a plus.

Work Hours: 8

Experience in Months: 60

Level of Education: bachelor degree

Job application procedure

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