ICT Project Coordinator

ThoughtLabs Belgium; Warszawa; On-site; PLN 120,000 - 180,000; Full time

Job summary

ThoughtLabs Belgium in Warsaw seeks an ICT Delivery Coordinator to manage project lifecycles, align with PM² or Frontex-approved methods, and coordinate across networks, data centres, IAM, and monitoring teams.

The role requires coordinating stakeholders, suppliers and technical teams, preparing plans, tracking risks and dependencies, and driving on-time, within-scope deliveries with a focus on governance and operational readiness.

Qualifications

• At least 3 years coordinating ICT projects or technical initiatives.
• Experience coordinating at least two ICT infrastructure projects or initiatives involving several technical domains.
• Experience coordinating dependencies across multiple domains including Network, Databases, IAM, Cybersecurity/Architecture, Monitoring or Service Operations.

Responsibilities

• Coordinate ICT projects from initiation to closure under client guidance and governance.
• Facilitate technical scoping and readiness across networks, cloud/data centre, cybersecurity, IAM and other teams.
• Organise meetings, workshops and status reviews with stakeholders and suppliers; track actions and decisions.
• Maintain plans, dashboards and logs; support testing, handover and lessons learned.

Skills

Analytical skills

Communication skills

Documentation skills

Proactive collaboration

Tools

Azure DevOps

ServiceNow

Jira

MS Project

Planner

Job description

Knowledge

• Strong knowledge of ICT project lifecycle, governance and delivery methods, including PM² or equivalent.
• Good understanding of ICT infrastructure domains, including networks, data centre/cloud, databases, identity and access management, workplace services, monitoring and operations.
• Good knowledge of planning and control tools: schedules, milestones, action, decision, dependency and change logs.
• Good understanding of ICT service management, change, operational readiness and transition to service.
• Good knowledge of stakeholder, supplier and contract coordination in an ICT environment.
• Ability to translate business needs into clear technical coordination actions, scope, deliverables and acceptance criteria.

Skills

• Strong analytical, organisational and problem-solving skills, with the ability to manage several priorities.
• Excellent communication, facilitation, reporting and documentation skills.
• Proactive and able to work effectively with technical teams, managers, business stakeholders and suppliers.

Specific Expertise

• At least 3 years of experience coordinating ICT projects or technical initiatives at a similar position.
• Experience coordinating at least two ICT infrastructure projects or initiatives involving several technical domains.
• Experience coordinating dependencies across at least three of the following:
• Network
• Databases
• IAM
• Cybersecurity / Architecture
• Monitoring
• Service Operations
• Experience supporting supplier engagement, procurement documentation, proofs of concept or implementation of ICT contracts.
• Practical experience with project and service-management tools such as Azure DevOps, ServiceNow, Jira, MS Project, Planner or equivalent.

Typical Tasks and Responsibilities

Task 1: ICT Delivery Coordination

• Coordinate assigned ICT projects and initiatives/engagements through initiation, planning, execution, monitoring and closure under the direction of the client's Project Manager or designated Operational Actor.
• Prepare and maintain scope, plans, schedules, milestones, work packages, acceptance criteria and project-control records in line with PM², Agile or other Frontex approved methods.
• Track progress, resources, risks, issues, changes and dependencies; elevate deviations and decisions requiring Frontex action.
• Coordinate several small or medium-sized initiatives in parallel and support timely delivery of agreed outcomees.

Task 2: ICT Infrastructure Engagement and Technical Readiness

• Coordinate engagement across technical teams, including networks, cloud/data centre, cybersecurity, databases, IAM, modern workplace, monitoring, service desk and any other engaged teams.
• Facilitate technical scoping and readiness activities covering environments, access, capacity, integration, testing, architecture, security and operational dependencies.
• Coordinate interfaces between technical teams, business owners and specialist functions without replacing their technical responsibilities.
• Identify blockers and cross-team dependencies and follow them through the agreed governance and escalation routes.

Task 3: Stakeholder and Supplier Coordination

• Organise and facilitate project meetings, technical workshops, status reviews and decision sessions, maintaining clear agendas, minutes, actions and decision records.
• Coordinate communication and follow-up with business stakeholders, technical teams, external suppliers and consultants.
• Support the drafting and preparation of Procurement Requests, Requests for Service, Terms of Reference and related inputs.
• Support supplier mobilisation and contract implementation by tracking actions, man-days, deliverables, acceptance evidence and dependencies.

Task 4: Governance, Reporting, Transition and Improvement

• Maintain current plans, status reports, dashboards, action plan, decision, dependency and change logs and an auditable project repository.
• Prepare concise management reporting and briefing material.
• Coordinate testing, acceptance, handover, operational readiness, knowledge transfer, closure and lessons learned.
• Propose practical improvements to coordination, templates, reporting and knowledge reuse across DOS.