Project Coordinator

Job Description:

Purpose and Scope

The Project Coordinator provides in-country project coordination and stakeholder facilitation for BioSHIELD implementation in the Philippines, supporting the Project Manager in day-to-day execution and serving as a consistent interface with Government of the Philippines (GPH) stakeholders, in-country U.S. Government personnel, and the DTRA Contracting Officer's Representative (COR). The position facilitates permitting and the VAT-exemption and customs process, owns document control across all project deliverables (CDRLs), and supports property accountability in coordination with the Logistics/Procurement lead. It also provides limited cybersecurity monitoring: the Cybersecurity Standards and Best Practices Report (CDRL A007) is developed by a cybersecurity subcontractor, and this position helps monitor and maintain compliance with the approved standards. Approval authority for procurement actions, property transfers, and financial commitments remains with the Project Manager and Accountant.

Essential Responsibilities

Project Coordination & Stakeholder Engagement

• Support the Project Manager in the day-to-day coordination and facilitation of in-country implementation across the project team and subcontractors, keeping activities aligned with the approved Integrated Master Schedule (CDRL A002).
• Serve as an in-country facilitator for stakeholder engagement and interagency coordination with GPH stakeholders (DOH and DILG) and other CBRN National Team members, and coordinate with in-country U.S. Government personnel (U.S. Embassy / Defense Threat Reduction Office / Regional Cooperative Engagement Office) and the COR.
• Organize and facilitate project meetings, site coordination, and stakeholder engagements, and support agendas, minutes (CDRL A004), and the bi-weekly teleconferences with DTRA.
• Track risks, issues, action items, and the permits/licenses matrix; provide inputs to the Program Management Plan (CDRL A001), IMS (CDRL A002), and Monthly Progress & Financial Report (CDRL A003).
• Coordinate and facilitate the VAT-exemption and customs process (SOW 3.3.3 and 4.1.7): support preparation and routing of the USG assistance-implementing certificate letter, track the Tax Exemption Indorsement (TEI) through the Department of Finance process, and coordinate with the Accountant, subcontractors/suppliers, and Bureau of Customs points of contact so shipments clear duty- and VAT-free.
• Support permitting and regulatory coordination, obtaining and maintaining required permits, licenses, and approvals and tracking progress against the permits matrix in the IMS.

Document Control

• Own document control for all project deliverables (CDRLs), including configuration and version control, submission logs, and maintenance of both electronic and hard-copy records — permits, licenses, correspondence, meeting records (CDRL A004), and CDRL submissions.
• Ensure records are complete, accurate, and audit-ready; manage archival and digitization of records; and safeguard controlled and confidential information (FCI/CUI) consistent with applicable cybersecurity and data-privacy requirements.

Property Management (in coordination with the Logistics/Procurement lead)

• Support property accountability — receipt, inspection, control, secure storage, disbursement, and disposition of equipment, consumables, Government-Furnished Property (GFP), and Contractor-Acquired Property (CAP).
• Maintain property records and support the quarterly Master Government Property List (CDRL A005) and the Lost, Theft, Damaged or Destroyed (LTDD) Property Report (CDRL A017); support Procurement Integrated Enterprise Environment (PIEE) actions for GFP as applicable.
• Support the drafting and execution of Transfer of Property (TOP) packages (CDRL A006) to GPH recipients, routing to the Project Manager for approval.

Cybersecurity Monitoring (limited)

• Coordinate with the cybersecurity subcontractor that develops the Cybersecurity Standards and Best Practices Report (CDRL A007), and continuously monitor applicable standards, coordinating updates within the required timeframes when standards change (SOW 3.5).
• Verify that project tasks remain aligned with the approved A007 report, maintain the associated compliance documentation, and elevate issues to the Project Manager. Technical accountability for cybersecurity findings and remediation rests with the subcontractor.

Minimum Knowledge, Skills And Abilities Required

• Bachelor's degree required; a Master's degree in Cybersecurity (completed or in progress), preferably with a governance and risk management focus, is strongly preferred.
• At least four (4) years of relevant experience in project coordination/management support, stakeholder en