Project Administrator (6 Months potential for extension)

SUMMARY:
We’re passionate about delivering high-impact projects that make a real difference. we thrive on innovation, collaboration, and results. As we continue to grow, we’re looking for a proactive and detail-oriented Project Administrator to join our dynamic team and help us drive excellence across all project stages.

POSITION INFO:

Role Overview:
The Project Administrator will support project managers and cross-functional teams in the planning, coordination, and execution of projects. You’ll play a key role in ensuring documentation is accurate, deadlines are met, and stakeholders stay informed. This is a great opportunity for someone who thrives in a fast-paced environment and enjoys keeping projects running smoothly.

Duties:
Diary, meetings administration and telephonic communications:

• Schedule and administer appointments and meetings including:
• setting-up and confirming appointments and meetings, and updating diaries
• preparing and distributing meeting schedules
• Organise meetings and make sure all arrangements are made as follows:
• booking meeting rooms, parking, presentation aids, and catering and refreshments where required
• Scheduling meetings on MS teams or via Zoom where applicable
• preparing, distributing and processing meeting invitations, directions and agendas
• assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic)
• arranging security and transport for delegates from other government and international institutions, where applicable
• facilitating access to office, and receiving and assisting external and internal visitors and staff

• Administer all electronic and hard copy documents such as correspondence, memos, agreements and reports
• Acknowledging receipt of documents, noting priority, and tracking required response and/or handling
• following up on deadlines for documents for submission
• maintaining an accurate log of all documents emanating from the unit that require approval.
• Assist with the preparation and finalisation of documents including:
• Taking and/or transcribing dictation and notes sourcing, obtaining and/or downloading documents as requested (from the internet and/or other sources)
• Formatting and typing of documents and compiling presentations
• proof-reading and controlling the quality of documents
• Effecting necessary changes as requested and finalising documents
• Recording the distribution, confidentiality and indexing requirements of documents

• Process travel requests for a team including confirming budget, obtaining approvals and making travel, transport and accommodation and security bookings as requested
• Prepare travel packs including meetings itinerary and details and travel documents, schedule and details
• Process and administer travel reports and travel claims, and reconcile and organise the requisitioning and reimbursement of subsistence and travel claims.

• Record and process requests for stationery and equipment including:
• Obtaining equipment approval and submitting to the relevant parties
• Assessing stationery needs, distributing and reconciling stationary monthly

• Provide general programme information and assist with the resolution of client queries
• Provide administrative and secretarial support to project teams as required, and assist with the coordination and administration of project tasks
• Compile and maintain project data

• Assist in project planning sessions
• Assist with the preparation and updating of project plans using appropriate software (including MS Project)
• Provide project management support to relevant staff members