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Project Coordinator

3 weeks ago

Doha, Qatar Qatar Museums Full time

Key Accountabilities:
Role Purpose

To coordinate activities related to assigned special projects / programs initiatives that will progress the goals of the Public Art Department of Qatar Museum (QM) in compliance with policies and procedures.

KEY ACCOUNTABILITIES

General Management & Coordination
- Assists in executing and/or managing special projects within the QM Public Art Department including overall project management and management of teams and loans management to ensure completion
- Be the key point of contact for assigned projects/programs, liaising with a wide range of internal and external colleagues and consultants including artists, curators, designers, transport and shipping agents, design and build service providers and partner colleagues at other venues.
- Project management including creation and monitoring budget plans, writing legal documents, loans, tender documents, shipping, insurance, publications and the monitoring of procurement procedures for projects.
- Prepare post-exhibitions/event project reports/calendar
- Ensure a high-level of collaboration and partnership is maintained with all relevant internal parties; Exhibitions, Marketing and Communications, Acquisitions and Collection Management Departments
- Maintain an up-to-date file of contacts, focal points, and higher management in each partnering organization.
- Manage and execute all projects/programs contracts, budgets and timelines associated with each project; schedule and manage the installation and dismantling of exhibitions, liaising with other departments and external partners as necessary; Qatari entities in public and private sectors and international institutions, galleries and lenders.
- Maintains Public Art database with Collection Management Department.

Project Management
- Writes the Scope of Work, procure and appoint of key projects/programs features with QM Departments.
- Prepares all assigned projects/programs budgets for the consecutive years, keeping track of all expenditure, payments and following up on service providers payments, completion certificates and internal budgets transfer and budgets assigned.
- Establishes key milestones and deadlines, ensuring that these are achievable alongside other workloads, procurement department schedule, service providers’ schedule of delivery and the partner museum schedule and then ensure that they are all met and synchronized.
- Manages the interpretation materials and all text process with the exhibition curator, design team and printing process.
- Liaises with Publications the Catalogue delivery, liaising for its content, images copyrights and its finalizations and production with the Publication department and the curator of exhibition.
- Drafts exhibition/project contracts, in liaison with Operational Departments in QM and external partner museums.
- Attends key project meetings, as required by the director, draft agendas and chair meetings; ensure that action points are met in weekly meetings with the department and Director.
- Prepares project briefs for the Head of Public Art/Director.
- Supports centralized QM projects and meetings as requested.
- Establishes and maintain a good working relationship with all internal and external colleagues and partners including lenders and key stakeholders
- Maintains a record of all payments for each project.
- Work with collections Departments (registrars) on acquiring images for loaned objects, their value.
- Liaises with Senior Centralized QM Staff for all aspects of loan logistics and procedures including transport, couriers, insurance, working in compliance with museum policies and practices, gallery climate, Health & Safety and other requirements.
- Schedules and manages the installation and dismantling of each project, including managing the shipments and overseeing movements of loans, and liaison with QM related Departments.
- Manages all content for media and communications platforms including marketing and communications.
- Archives temporary program/projects and final work product.
- Responsible for monitoring projects maintenance, security, and safety training and serve as a liaison with QM Management, Security, and IT departments.

Qualifications/Requirements:
Qualifications/Requirements:

- Knowledge of project management best practices including project scoping and budgeting, resourcing, delivery methodologies and communication
- Language proficiency Skills (Verbal/Written) English/ Arabic
- Knowledge of risk management and mitigation methodologies
- Strong professional inter-personal communication skills.
- Proven professional museum experience with projects management.
- Time and resource management skills to ensure project delivery within time and resource constraints.
- Ability to work under pressure whilst maintaining high quality output.
- Willingness to work flexible hours when necessary.
- Well-developed administrative and project management skills.
- Well-developed computing skills including un