Unit Operations and Project Coordinator

Unit Operations and Project Coordinator (Maternity Cover)

Department: Graduate School of Development

Grade: C

Reports to: Manager Academic Operations Office

Location: Bishkek, Kyrgyzstan

Deadline: 03 April 2026

Purpose of the Role

The Unit Operations and Project Coordinator support the functions of the Academic Operations Office (AOO) within the Graduate School of Development (GSD), contributing to the design, coordination, and delivery of academic and research programmes within GSD, with a specific focus on supporting academic operations, quality assurance, and the implementation of research initiatives. This role is functionally aligned with the strategic direction set by the Manager of Academic Operations Office (AOM) and provides administrative, operational, and project-related support across academic initiatives and units. Key responsibilities include managing administrative workflows, coordinating logistics for academic events and activities, supporting project implementation and reporting, and assisting in compliance with institutional and donor policies. Coordinator also assists in budget tracking and communication across units and academic teams. Operating under the guidance of the AOM, this role helps foster a coordinated and service-oriented approach to academic operations, supporting collaboration, financial oversight, and the smooth delivery of programmes and projects across GSD.

Reporting

The Academic Operations Coordinator will report directly to the Manager of the GSD Academic Operations Office (AOM), will work closely with the Institute of Public Policy and Administration (IPPA), GSD, including the Office of Research and Development (ORD), Materials Management Department (MMD), Finance, Human Resources, and others.

Main Duties and Responsibilities

1. General Administrative Support

• Manage day-to-day administrative operations of the AOO and the Institute of Public Policy and Administration (IPPA) Unit of GSD.
• Handle internal and external correspondence, including emails, letters, and other documents related to AOO and the Institute of Public Policy and Administration IPPA Unit of GSD.
• Liaise with internal and external stakeholders to facilitate effective communication and coordination.
• Maintain and update departmental records, databases, and filing systems. Maintain accurate records, documentation, and data related to operational activities.
• Act as a point of contact for inquiries, requests, and information from staff, collaborators, and visitors.
• Assist in the preparation of presentations, reports, and other communication materials as requested by AOM
• Prepare meeting agendas, take minutes, and distribute documents to relevant stakeholders.
• Perform any other duties within the job's scope and range as reasonably required.
• In collaboration with the Materials Management Department of UCA, coordinate the procurement process and ensure it is in compliance with the appropriate procurement guidelines of UCA and donor agency.
• In collaboration with the Human Resources of UCA, coordinate the recruitment of personnel, consultants, and vendors for the Institute of Public Policy and Administration (IPPA).
• Acting as the administrative focal point for the Institute of Public Policy and Administration (IPPA).

2. Events and Travel Coordination

• Operate the calendar of events and assist AOM and Unit Directors with annual reporting.
• Assist GSD staff with the logistics of research-related events, such as conferences, workshops, and seminars.
• In collaboration with the Administration Department of UCA, coordinate travel arrangements, accommodations, and itineraries for staff and visiting partners of academic units as required.
• Coordinate logistics, events, or initiatives, including vendor management, procurement, and inventory control as required.

3. Project Management Support

• Support the implementation of up to three to four Institute of Public Policy and Administration (IPPA) projects simultaneously, ensuring timely coordination, compliance, and reporting.
• Maintain comprehensive records and data on assigned IPPA projects, ensuring all activities and progress are well-documented.
• Track project milestones and outcomes for assigned projects in collaboration with the Office of Research and Development (ORD), ensuring alignment with grant agreement objectives.
• Provide guidance and support to Principal Investigators (PIs) and project teams to ensure timely, budget-compliant, and policy-aligned project execution.
• Identify potential risks—such as delays, budget issues, or misuse of funds—inform the PI and ORD and propose mitigation strategies.

4. Budget and Financial Management

• In collaboration with the Finance Office, administer transfers of funds within the School’s budgets to ensure smooth execution of School activities.
• Process financial transactions through the SAP (ERP) system, including reimbursements and expense claims.
• Assist AOM and Unit Directors with yearly budgeting for GSD, budget monitoring, and tracking unplanned expenditures.
• Track budget consumption according to the Operational Plan of the Units and flag underspending or overspending early.
• Assist with budget forecasts for upcoming phases.
• Promote compliance with organisational policies, procedures, and regulations, guiding employees regarding policy adherence.

5. Professional Development

• Identify gaps in own abilities and actively work to strengthen competence.
• Maintain currency of skills and knowledge, continually deepening understanding, honing expertise, and growing as a leader.

Independent and Collaborative Decision-Making

The PPC is expected to promote, and model approaches, attitudes, and behaviours that build and sustain trust, demonstrate open and effective communication, practice collaboration and engagement, promote team bonding in the Academic Operations Office.

The position has agency and accountability for making independent decisions to:

• Contribute to mini-projects and analytics that support programme development, implementation and enhancement.
• Understand best-practice elsewhere and support their implementation within GSD’s programmes.
• Provide operational input and suggestions to senior colleagues and peers within GSD.
• To manage workflow and control demands and requests from those other than the direct line manager.

The incumbent will practice collaborative decision-making within the team to:

• Prioritize incoming requests for information and outputs.
• Manage workflow related to the development and implementation of postgraduate programmes.
• Contribute to the smooth function of the Academic Operations Office.
• Support the Manager of the Academic Operations Office.
• Respond to an emerging issue or crisis.
• Contribute to project teams and/or working groups. on specific initiatives.

Ideal Candidate

The ideal candidate is a highly organised and reliable coordinator with experience in academic or project administration. They should be skilled in multitasking, comfortable working across departments, and familiar with university processes, including budgeting, procurement, and event logistics. Strong written and verbal communication skills in English are essential. The candidate must be proactive, detail-oriented, and able to support multiple academic initiatives under tight deadlines.

Qualifications and Skills:

• Bachelor's degree in a relevant field (e.g., Business Administration, Management, or a related discipline).
• Minimum three years of experience in administrative roles, preferably within a research or academic environment.
• Strong organisational skills with the ability to prioritise tasks and manage multiple deadlines.
• Excellent written and verbal communication skills.
• Proficiency in using standard office software and tools (e.g., MS Office Suite, email, and calendar applications).
• Attention to detail and a high level of accuracy in work.
• Ability to work independently as well as part of a team.

Languages:

• Advanced English and Russian.
• Working knowledge of Kyrgyz, Tajik, and Kazakh would be an asset.