Project Administrator: District Planning

SUMMARY:
My client is seeking a Project Administrator to provide administrative support to Programme Implementation Office. This is a Fixed Term Contract Appointment ending 31 March 2025.
Town or district or infrastructure planning / industry experience is advantageous.

POSITION INFO:
Expertise & Technical Competencies:          

• An Administration/ Secretarial Diploma or an equivalent qualification is a requirement
• A minimum of 5 years administration and/or secretarial working experience.
• Demonstrated project administration experience.
• Demonstrated experience in working in a multi-disciplinary team.
• Experience of coordinating project health checks and preparing project folder of audits.
• High proficiency with Windows applications.
• Proficient with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook).
• A minimum typing speed of 55 wpm to 60 wpm are required.
• Considerable knowledge of standard administration practices and procedures is a necessity for this position;
• Excellent knowledge of protocol and etiquette
• An understanding of organizational processes and group dynamics

• Project Management Qualification

• Maintain and manage the diary of Heads and Specialists, scheduling of appointments, arranging meetings, collecting visitors from reception and organizing refreshments.
• Attend to general queries made to the Heads and answer and screens incoming calls.
• Responsible for document flow in and out of the Programme Implementation Office.
• Develop and maintain advanced record keeping (manual / electronic) and filling systems for the Programme Implementation Office.
• Performs high level administrative and secretarial duties including typing, editing of reports and preparing presentations.
• Compilation of confidential correspondence and general documentation.
• Undertakes all administrative duties (i.e. filing, photocopying and minute taking).
• Responsible for arranging of local and international travelling arrangements and the processing of claims.
• Responsible for leave administration on behalf of Heads (if applicable).
• Undertake procurement administration for the Programme Implementation Office.
• Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor implementation thereof.
• Undertake project/programme management initiatives as directed by the relevant business heads and specialists.
• Coordinate the preparation of the Programme Implementation Office budgets and monitors spend thereof together with the relevant financial controller.
• Prepare and present reports concerning activities, expenses, budgets and other items affecting the unit.
• Co-ordination and preparation of reports and Unit/s submissions for the Programme Implementation Office
• Participate in meetings and interactions in order to ensure the recording of decisions and follow-up.
• Coordinate Programme Implementation Office audits and review and monitoring activities.
• Coordinate and assist in the preparation of submissions to Board, Business Review, Management Committees, Ad hoc Resolutions from specific committees (secretariat).
• Any administration duties as assigned.

• Management of diaries and schedules
• Management of office administration (budget, procurement, presentations, etc.)
• Efficient and accountable document flow
• Accurate record keeping.
• Excellent arrangement of local and international trips

NB! This job is now closed. You can apply for other jobs by uploading your CV.