Project Coordinator Iqarus

Duties and responsibilities:

• Devising optimum rotational planning in coordination with Assistant Operations and Senior to Operations Manager and deployed personnel, ensuring Client s requirements, as set in the project contractual scope of work, are met.
• Ensuring adequate coverage of personnel on medical services sites in alignment with client contractual obligations.
• Managing all travel arrangements including rotational flights, entry visas, and accommodation.
• Managing on-boarding and induction of all personnel prior to deployment to site.
• Informing Operations Support Centre of all new deployments to ensure adequate security briefing.
• Maintaining and supporting relationship with the Recruiting Team for recruitment needs, proactively identifying and flagging possible staffing gaps.
• Liaising with Recruiting Team to ensure that all documentation (i.e., qualifications, passport, etc.) are in order prior to deployment.
• Support HR to ensure renewal of staff qualifications and medical registration in home country.
• Ensuring that requests and enquiries from deployed personnel are answered in a timely and professional manner.
• Coordination with the Procurement Team to ensure staff members are issued uniforms and the correct equipment upon deployment.
• Maintaining appropriate records of staff uniform and equipment allocations, return and replacement.
• Coordination between deployed personnel and Procurement Team for re-stocking of medical equipment.
• Recording all expenses against relevant budget and escalating any financial risk to the Operations Manager as they arise.

• Coordinating payroll data for field staff, submitting to Assistant Operations Manager on a monthly basis and dealing with any payroll queries in a timely manner.
• Managing CPD enquiries, approvals and overseeing reimbursement of allowances ensuring yearly limit is not exceeded.
• Providing first draft of monthly timesheets and any supporting documentation required for client billing
• Providing information related to staff travel arrangements and costs to Commercial and Finance Teams as well as Senior Management.
• Assisting the Commercial and Accounts Management teams with client enquiries/ requirements and in providing staffing documentation as part of bid processes.
• Ensuring all clinical governance issues raised by deployed personnel are reported immediately to the relevant Regional Medical Director.
• Coordination between deployed personnel and Procurement Team for re-stocking of medical equipment including the support of the Inventory Control system and support of the SAGE release system with the procurement and finance teams.