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
Documents and reports production and administration support:
- 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
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Travel arrangements and claims administration:
- 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.
Office administration:
- 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
Client and project teams support:
- 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
Project Management Support:
- 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
Qualifications:
Bachelor’s degree/ Advanced Diploma in
Accounting, Commerce, Business or Business Administration, Project Management (NQF Level 7).
Minimum 4 years’ experience in a similar role or in project management/administration.
Experience in using AI tools to support administrative functions
PowerPoint and production of presentations
Project Management and MS Project experience would be advantageous.
Writing skills and a high level of proficiency in English
Experience in SharePoint Portal and electronic filing systems
Please Apply Now!
