Project Coordinator at Apeiro Kenya

About the role

• The Project Coordinator supports the delivery of assigned workstreams within the Universal Health Coverage (UHC) programme in Kenya. The role is responsible for day-to-day coordination, tracking, and execution support across multiple initiatives (e.g., eClaims, Data Analytics, HCDI, HMIS, LMIS, T&T Service Delivery).
• Working under the guidance of the Project Managers, the Project Coordinator ensures that timelines, deliverables, and dependencies are actively managed while maintaining strong communication across cross-functional teams. The role plays a critical part in ensuring operational discipline, visibility, and alignment across workstreams.
• For the HMIS-specific workstream, the Project Coordinator is responsible for coordinating the planning, implementation, monitoring, and improvement of Health Management Information Systems (HMIS) across project-supported facilities. This role serves as the primary link between the implementing organization, health facilities, government counterparts, and technical teams to ensure smooth project execution.

What you'll do

• Coordinate assigned project workstreams, ensuring tasks, milestones, and deliverables are completed on schedule.
• Support the development, maintenance, and execution of project plans and implementation schedules.
• Monitor project progress, identify risks, issues, and dependencies, and escalate where necessary.
• Coordinate HMIS planning, implementation, rollout, monitoring, and continuous improvement activities.
• Support HMIS platform configuration, updates, and implementation across healthcare facilities.
• Maintain project trackers, RAID logs, RAG status reports, and implementation dashboards.
• Prepare weekly, monthly, and ad hoc project status reports for project leadership and stakeholders.
• Coordinate meetings, prepare agendas, document minutes, and track follow-up actions.
• Act as the primary coordination point between internal teams and external stakeholders.
• Collaborate with the Ministry of Health (MOH), County Health Departments, implementing partners, and other stakeholders.
• Participate in national and county-level technical working groups and project coordination forums.
• Deliver user training and provide first-level functional support for HMIS applications.
• Support healthcare facilities in the effective use of HMIS data for operational decision-making and performance improvement.
• Maintain accurate project documentation, governance artifacts, and implementation records.
• Ensure compliance with organizational policies, donor requirements, and data protection standards.
• Identify opportunities for process improvement and support the implementation of operational best practices.
• Utilize project management tools such as Jira, Asana, and Microsoft Excel to track project activities and deliverables.
• Coordinate cross-functional teams to ensure effective communication and alignment across project workstreams.
• Support project governance activities, including documentation, reporting, and audit readiness.
• Contribute to the successful delivery of Universal Health Coverage (UHC) and digital health initiatives through effective project coordination and stakeholder management.

What we're looking for

• Bachelor's degree in business administration, Project Management, Information Technology, Healthcare, Public Health, or a related field.
• Minimum of 2–5 years' experience in project coordination, project management, PMO, operations, or programme delivery roles.
• Experience coordinating multiple projects or workstreams within cross-functional teams.
• Knowledge of project management methodologies, project lifecycle management, and delivery best practices.
• Experience developing and maintaining project plans, schedules, trackers, and status reports.
• Experience managing project documentation, meeting minutes, action logs, RAID logs, and RAG reporting.
• Strong stakeholder management skills with the ability to coordinate internal teams, clients, vendors, and external partners.
• Excellent organizational, planning, time management, and multitasking skills.
• Strong analytical and problem-solving skills with the ability to identify and mitigate project risks.
• Excellent written and verbal communication, presentation, and facilitation skills.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
• Experience using project management and collaboration tools such as Jira, Asana, Microsoft Project, Trello, or similar platforms.
• Ability to prepare project reports, dashboards, and implementation updates for senior management.
• Ability to work independently while managing multiple priorities in a fast-paced environment.
• Exposure to healthcare, public sector, digital transformation, or donor-funded projects is an added advantage.

Nice to have

• Professional certification in Project Management (PMP, PRINCE2, CAPM) or Agile methodologies (Scrum Master, SAFe) is an added advantage.
• Experience supporting digital health, HMIS, EMR, eClaims, or healthcare technology implementation projects.
• Familiarity with donor-funded programmes and working with government or public sector institutions.
• Knowledge of project governance frameworks, including RAID, RAG reporting, and PMO best practices.
• Experience using Microsoft Project, Power BI, Smartsheet, or other project reporting and visualization tools.
• Understanding of healthcare interoperability standards such as HL7, FHIR, or OpenHIE is an advantage.
• Experience coordinating multi-site implementations, system rollouts, or organizational change management initiatives.