Project Coordinator/Admin (Arabic Speaking) SPIE ENERGY SERVICES LTD

Role Summary

The Project Coordinator supports the full manpower mobilisation process and handles day-to-day administrative and logistical tasks for personnel assigned to the project. The role requires strong coordination skills, meticulous follow-up, and constant communication with the Iraq branch to ensure smooth operations from mobilisation through ongoing support.

Key Responsibilities

1. Manpower Mobilisation & Coordination

· Liaise with candidates throughout the mobilisation process and act as their primary point of contact.

· Prepare, collect, and process all mobilisation-related documentation (visas, contracts, certifications, fitness-to-work records, training requirements, etc.).

· Coordinate travel logistics, onboarding schedules, and accommodation arrangements with the Iraq branch.

· Track mobilisation progress and ensure all prerequisites are met before deployment.

· Maintain updated mobilisation reports and dashboards for internal visibility.

2. Ongoing Administrative & Logistical Support

· Manage daily manpower administration such as timesheets, attendance tracking, and updates to personnel records.

· Coordinate and verify expense claims, approvals, payments, and supporting documents.

· Organize transportation, accommodations, and other logistics required for personnel on rotation.

· Support payroll-related preparations by ensuring timely submission of all required data.

3. Communication & Collaboration with Iraq Branch

· Maintain a continuous, structured communication flow with the Iraq branch team.

· Coordinate manpower schedules, rotations, replacements, and any changes in staffing needs.

· Address operational issues quickly by liaising with field coordinators, HR, and logistics teams in Iraq.

· Ensure both sides are aligned on processes, priorities, and real-time updates.

4. General Project Support

· Maintain project files, reports, and documentation in an organized and accessible manner.

· Prepare meeting agendas, minutes, and follow-up actions when required.

· Support internal compliance, quality checks, and process improvement initiatives.

· Assist with procurement of services or supplies related to manpower support when needed.

Requirements

Essential Skills

· Proven experience in coordination, HR administration, logistics, or project support.

· Strong organizational skills with exceptional attention to detail.

· Ability to manage multiple cases simultaneously and meet strict deadlines.

· Excellent communication skills, especially when dealing with off-site or international teams.

· Proficiency with spreadsheets and digital tools (Google Workspace, MS Office, project management platforms).

Preferred Qualifications

· Experience in manpower mobilisation, HR operations, or remote project environments.

· Familiarity with Middle East deployment processes (visas, travel logistics, cross-border admin).

· Prior involvement with operations in Iraq or similar field locations.

Personal Qualities

· Proactive and solutions-driven.

· Reliable, consistent, and strong at follow-through.

· Culturally aware and adaptable when working with international teams.

· Comfortable handling sensitive information discreetly.