Job Description

Oxford HR is a specialist executive search and organizational effectiveness firm dedicated to serving the needs of the for-purpose and not-for-profit sectors in a wide variety of practice areas. We identify, support and promote the leaders, thinkers, and doers that can help our clients make a real difference.

Oxford HR is an ambitious, fast-growing, and multicultural firm with a strong commitment to championing diversity. Our headquarters are in Oxford, and we have offices in London, Amsterdam, and Nairobi, with associate consultants and researchers across Canada, Bolivia, Venezuela, Thailand, Hong Kong, Belgium, India, Morocco, France, the Netherlands, Germany, United Kingdom, South Africa, Senegal, and Australia.

The Role

Title: Project Coordinator https://oxfordhr.com/jobs/project-coordinator-asia/

Location: Singapore

Reports to: Project Coordination Manager

Job Purpose

The main purpose of the role is to coordinate the assignments and projects at Oxford HR, mainly supporting the Researcher and Consultant of a particular team and across a range of assignments (between 8-15) at any one time.

The team of Project Coordinators at Oxford HR is highly organized, trustworthy, and detail-oriented, and knows how to prioritize tasks to meet deadlines as needed. We are constantly trying to improve our processes and we are eager to learn new tools that allow processes to be managed efficiently but without compromising quality.

We strongly believe in teamwork, and it is our passion to support projects and teams to make things happen. A big part of our role is to involve teams and be a positive force that helps keep things moving. Especially in today\'s context, where remote work is more present than ever, the Project Coordinator is the bridge that maintains the flow of communication between teams, clients, and candidates.

Key Responsibilities

Account Management

• Carry out overall coordination and administration of each assignment efficiently and accurately so that information is readily accessible to the lead Consultant and Researcher, as well as other members of the Oxford HR team.
• Coordinate project meetings, issuing of minutes, maintain and update the project schedule and monitor the overall progress of the assignment to make sure things are on track.
• Maintain effective communication with all stakeholders during all phases of the project.
• Resolves and/or assists in the resolution of technical issues within projects.
• When needed, support finalizing the job description and adverts along with the lead Consultant and Researcher, prepare the appointment brief, and advertise them on the OxHR website and other relevant job sites, news sites, and social and professional platforms and networks.
• Maintain and update the Oxford HR website and changed details of vacancies as required, preparing and setting Filter Questions and response methods.
• Manage communication with the candidates for the entire assignment period including acknowledgments, ensuring the application is complete, communicating the application stage, request of references, set up of interviews, rejection notes, etc.
• Assist in the production of assignment reports, such as longlist and shortlist reports.
• Proofread documents when needed.
• Update the Invenias database with relevant key data.
• Update Microsoft Teams with the documents/ information related to each assignment.
• Assist in special projects such as HR consultancies.

Data Admin

• Create and manage both paper and electronic filing systems to meet the organization\xe2\x80\x99s developing needs.
• Store all the information about candidates, clients, sources, and organizations in our database and ensure it is up-to-date, de-duplicated, and accessible to all the members of Oxford HR.
• Carefully follow our internal procedures and standards, supporting the whole organization in having reliable and accurate information.
• Manage data securely and confidentially.

Office Management

• Attend team meetings and take turns in taking meeting minutes/chairing.
• Dealing with, and routing, general telephone queries from clients, candidates and the general public.
• Receiving posts and emails, dealing with the routine and forwarding the rest to the relevant member of the team.

Additional Responsibilities

• In addition to the key responsibilities, it is expected that the Project Coordinator supports new members of the team in their induction and training.

This post is expected to develop and for new duties to be added as work streams and technologies change.

Person Specification and Qualifications

Experience and Skills
Essential

• Project coordination or at least administration experience with a \xe2\x80\x98completer\xe2\x80\x93finisher\xe2\x80\x99 attitude.
• Exemplary organisational skills, with the ability to prioritise and manage conflicting deadlines and work in a fast-paced environment.
• Superb communication skills.
• Facility with the suite of Microsoft Office tools and the ability to learn to use new software.
• Knowledge of databases, data and communicating the salient points of complex information.
• Good understanding of cultural diversity.
• Ability to work within a small, close-knit team and respond quickly and efficiently to requests for support.
• Keen attention to detail.
• Demonstrable experience and confidence to liaise with senior colleagues.
• Excellent written and oral English language communication skills

Desirable

• Additional language skills.
• Experience working with multicultural teams.
• Experience working remotely.

Personal style and Behaviour

• Ability to remain calm under pressure, and respond to changing demands and priorities when required.
• Team player: the ability to work effectively within and across teams, and be able to build relationships with remote teams.
• Collaborative and inclusive working style, able to reach collegiate decisions.
• Able to foresee and mitigate problems, as well as a proactive approach to problem-solving.
• Self-motivated and driven to succeed.
• Self-awareness and empathy with the vision and values of the business and those of our clients.
• A positive, supportive attitude towards colleagues, candidates, and clients.

Personal Attributes

• Commitment to Oxford HR\xe2\x80\x99s culture and core values.
• Honest and trustworthy.
• Eager to learn and contribute to the team and wider company.
• Confident and not afraid to take the initiative.
• Flexible and available to adapt to changes.

Oxford HR Values

Oxford HR\xe2\x80\x99s values are aligned with those of the international development sector, and we are trusted to appoint leaders who are not only technically competent but are also aligned in terms of the organization\xe2\x80\x99s culture and goals and committed to supporting the achievement of Sustainable Development Goals (SDGs) and the priorities in the Agenda 2030.

More specifically we believe in:

• Continuous improvement \xe2\x80\x93 we measure and evaluate what we do, get feedback, and improve upon it. We use technology to support our work and ensure our team is constantly learning and developing their skills. We innovate wherever we can to secure our approach is the best possible for any project we undertake. We\xe2\x80\x99re open to criticism. We\xe2\x80\x99re naturally curious.
• Collective and personal expertise \xe2\x80\x93 we believe no one person has a monopoly on the right answer and ensure we work collectively on our projects and challenges. We share knowledge and focus on disseminating ideas and expertise across the whole organization. We hire people who are steeped in the backgrounds they\xe2\x80\x99re delivering services in, who are professional and resourceful, and constantly eager to learn and committed to their own personal development.
• Care \xe2\x80\x93 for our staff, our associates, our clients and candidates and for the sectors, we work in. We work globally, across many cultures and constantly strive for a culturally sensitive response in all our projects. Our culture is non-hierarchical, and we regard staff and associates as equal parts of our Oxford HR family.
• Cultural sensitivity - we recognise the underrepresentation of certain minority groups in leadership roles and want to challenge that wherever we can. We relish having a diverse workforce.
• Ethical and transparent \xe2\x80\x93 we uphold principles of ethical recruitment including openness and transparency in our dealings with candidates and clients.

Betterteam