Project administration & coordination

Supports Head of Transition Management and Transition Leads in coordinating all transition activities across entities and functions
Maintains and updates transition project plans and RAID logs (Risks, Assumptions, Issues, Dependencies), ensuring information is accurate and shared
Organizes and documents meetings (e.g. steering committees, workstreams), including agendas, minutes, action tracking and follow-up

Documentation, reporting & tools

Collects, structures and maintains all transition-related documentation (e.g. sign-offs, training records, process documentation, decision logs)
Supports preparation of status reports, dashboards and presentations by consolidating input from Transition Leads and stakeholders
Ensures proper version control and structured storage of project documents in line with agreed standards and tools

Stakeholder, training & logistics support

Coordinates logistics for transition-related workshops, trainings and on-site / virtual sessions (rooms, invites, materials, links)
Supports the organization of training programs, including participant tracking and distribution of training materials
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

Strong organizational and coordination skills, with the ability to manage multiple tasks and deadlines
Proficient in MS Office (especially PowerPoint and Excel) and comfortable working with project planning and collaboration tools
Experience in project administration, documentation management and meeting organization
High attention to detail and accuracy in maintaining plans, RAID logs, minutes and status overviews
Good communication skills and ability to work effectively with different stakeholders and functions
Proactive, service-oriented mindset and willingness to support evolving project needs

Other Requirements

Very good command of oral and written English required
Additional language skills are beneficial
Willingness to travel occasionally (approx. 10–15%, depending on project needs)
Openness to work in international, virtual teams and across multiple time zones
This is a contract position for 3 years.

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

Transition Coordinator