Project administration & coordination
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Supports Head of Transition Management and Transition Leads in coordinating all transition activities across entities and functions
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Maintains and updates transition project plans and RAID logs (Risks, Assumptions, Issues, Dependencies), ensuring information is accurate and shared
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Organizes and documents meetings (e.g. steering committees, workstreams), including agendas, minutes, action tracking and follow-up
Documentation, reporting & tools
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Collects, structures and maintains all transition-related documentation (e.g. sign-offs, training records, process documentation, decision logs)
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Supports preparation of status reports, dashboards and presentations by consolidating input from Transition Leads and stakeholders
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Ensures proper version control and structured storage of project documents in line with agreed standards and tools
Stakeholder, training & logistics support
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Coordinates logistics for transition-related workshops, trainings and on-site / virtual sessions (rooms, invites, materials, links)
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Supports the organization of training programs, including participant tracking and distribution of training materials
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Assists in the preparation of communication materials for stakeholder updates and helps collect feedback to improve future activities
Education
- University degree in Business Administration, Project Management, or related field
Experience
- 4+ years of experience in administrative support or project coordination roles
Knowledge and skills
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Strong organizational and coordination skills, with the ability to manage multiple tasks and deadlines
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Proficient in MS Office (especially PowerPoint and Excel) and comfortable working with project planning and collaboration tools
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Experience in project administration, documentation management and meeting organization
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High attention to detail and accuracy in maintaining plans, RAID logs, minutes and status overviews
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Good communication skills and ability to work effectively with different stakeholders and functions
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Proactive, service-oriented mindset and willingness to support evolving project needs
Other requirements
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Very good command of oral and written English required
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Additional language skills are beneficial
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Willingness to travel occasionally (approx. 10–15%, depending on project needs)
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Openness to work in international, virtual teams and across multiple time zones
POSITION SCOPE
Reporting Line(s)
Solid line(s) to: Head of Transition Management
Dotted line(s) to:
Number of direct reports:
Number of dotted line reports:
Working Relationships
Internal contacts:
Executive Vice President Omya Services & Solutions
Transition teams
Transformation teams
Regions / in-country organization
External contacts:
Hiring agencies
External contractors / consulting firms
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