Project Coordinator

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About Wikimedia UK

Wikimedia UK is the national charity that promotes and supports Wikipedia, its sister projects, and other open educational resources in the UK. "Open" refers to information which is available for copying, reuse and modification, including for commercial uses, without cost or restriction other than attribution. Following the principles of Wikipedia, volunteers have a central role in all our activities.

We were established in 2008 and are one of over forty similar associations in countries around the world, recognised by the Wikimedia Foundation but operationally and legally independent. We work with individuals, cultural and educational institutions, businesses and media companies to make freely licensed content available and to help other people re-use open content. We seek to have a close relationship with other open content organisations in the UK, and with the global community of Wikimedia readers and editors.

Our annual budget is around £600,000 and we have around 250 members. There are approximately 15 million people in the UK who regularly use Wikimedia projects and 15,000 people who regularly contribute to them. We have recently undergone a process of refocusing of our activities, we are now entering an exciting new phase where we want to build on large scale partnerships with external organisations.

We are looking for a permanent Project Coordinator to join our staff team. The role will involve delivering Wikimedia UK’s programme by running projects with partner institutions, and involving volunteers in all aspects of Wikimedia UK’s programme activities.

Applications are welcome. The closing date is 5pm BST on 1st June 2015. Applications cannot be accepted after that date.

If you would like to ask any questions about this position, contact Daria Cybulska at or 020 7065 0994.

Job Description

Job Title: Project Coordinator
Hours: Full time (35 hours per week)
Location: Central London
Reporting to: Programme Manager
Salary: £25,000–£28,000
Pension: WMUK offers a pension scheme, with matched employer pension contributions
Benefits: 25 days annual leave plus public holidays
Purpose of job: To deliver Wikimedia UK’s programme by running projects with partner institutions, and involving volunteers

Main Duties

1. Relationship Management

  • Actively pursue, setup and manage relationships with partner organisations. Act as the main point of contact both for the partner organisation and volunteers involved. Monitor and evaluate partnership projects.
  • Communicate proactively, effectively and regularly with all volunteers and organisations taking part in projects
  • Actively recruit volunteers to maintain, develop and expand existing partnerships
  • Provide support to the the Wikimedian in Residence programme, particularly providing assistance to the Residents as needed
  • Develop and deliver a range of activities, such as Wikipedia editing events, media donations, and conferences.

2. Volunteer Engagement and Development

  • Deliver training (new skills and top-up) to new and existing volunteers, to develop our supporter base
  • Regularly assess training methods and materials in line with changing volunteer and partner needs, making sure the materials are current and relevant
  • Encourage involvement of volunteers in activities and grow the volunteer base
  • Support volunteer grants programme

3. Database Management

  • Handle documentation and record all relevant metrics against set goals
  • Produce regular updates for team and senior managers using CRM data

4. Evaluation and Impact

  • Undertake impact measurement, assessment and evaluation of all projects, including collecting feedback from stakeholders, accurate use of CRM and formal report writing (including annual and periodic reports)

5. Project Development

  • Be proactive in looking for funding within potential or existing projects
  • Seek potential opportunities for new, one-off projects or collaborative working
  • Bring volunteers into potential and existing projects, increasing the engagement
  • Monitor and organise resource for activities (including expenditure)

6. General

  • Work to achieve individual and team outcomes, supporting other members of the team with their projects when necessary
  • Maintain highly professional standards in delivering a quality service to ensure the smooth running of the projects
  • Coordinate one-off events and new projects as and when required
  • Support inter-chapter collaboration in knowledge sharing


  • Proven experience of project management, particularly involving partner organisations
  • Experience of organising a wide range of events
  • Evaluation and report writing
  • Experience of working effectively with a team of volunteers and supporting volunteers
  • Experience of delivering training at a variety of levels, maintaining materials and supporting volunteer knowledge transfer.
  • Experience of budgeting, allocating resources and seeking additional funding

Skills and Abilities

  • Passionate about the aims and values of Wikimedia UK
  • Understanding of the open culture and the Wikimedia projects
  • Excellent software skills, including word-processing, spreadsheets, event management programmes, and CRM databases
  • Flexible approach, with the capability to be a team player and identify and manage opportunities and risk
  • Initiative, ability to manage own time
  • Ability to communicate effectively, including writing skills

How to apply

To apply for this position please complete this application form (Open Office version here and Microsoft Word version here). Please send completed applications to Daria Cybulska – with 'Project Coordinator application’ in the subject line. All communications relating to this job description will be dealt with in confidence. If you'd like to discuss this role, please call Daria on 020 7065 0994 for an informal chat.

Please ensure you give details of why you feel you would be the best candidate for this post with reference to the key tasks and your relevant experience, using examples. Please also explain your understanding of and commitment to the Wikimedia ethos with personal examples to demonstrate this. We will need two referees whom we can approach.

Deadline for applications: 5pm BST on 1st June 2015.

Background information

  • Equal Opportunities: Wikimedia UK has a commitment to achieving equality of opportunity in both services to our members and clients, and in the employment of people, and expects all employees and volunteers to understand and promote its policies in their own work.
  • Fire, Health and Safety: Wikimedia UK is committed to a healthy and safe working environment and expects all its employees to consider and integrate health and safety in all work activities.
  • Sustainable Development: Wikimedia UK is committed to the principles of sustainable development and all employees are expected, in so far as possible, to maintain work practices in line with the principles of sustainable development.
  • Continuing Professional Development: Wikimedia UK is committed to the continuing professional development of all its staff and volunteers. Employees are expected to develop learning plans in conjunction with their line manager in order to undertake training or other career development opportunities that they feel would develop their work and the operation of the Charity.
  • Data Protection: Wikimedia UK holds sensitive data on its members, volunteers, donors and those using its services. All employees are required to maintain an awareness of data protection responsibilities, and to execute all relevant duties with tact, discretion and due respect to confidentiality of clients, members and staff.