About this role
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
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