Project Administrator / Secretariat-2

Job Purpose

To provide administrative and secretarial support to the Projects and Construction department. This includes coordinating project documentation, organizing meetings, managing schedules, preparing reports and ensuring efficient communication between the department, project teams, stakeholders and contractors. The role also ensures that project files and records are maintained accurately and that all necessary documentation is available for project teams.

Impact

This position plays a critical role in supporting the smooth operation of construction projects by ensuring all administrative functions are efficiently managed. The Projects Administrator / Secretariat ensures that the department runs smoothly, meetings are well-organized and documentation is processed accurately, contributing to timely and effective project delivery.

Key Result Areas

• Manage and organize all project-related documents, including contracts, reports, drawings, correspondence and permits, ensuring they are accessible and up-to-date
• Provide day-to-day administrative support to the project teams, including handling correspondence, filing and maintaining project records
• Organize and coordinate project meetings, prepare agendas, take minutes and ensure follow-up on action items and deadlines
• Manage the project team’s schedules, arrange meetings, appointments and travel and ensure that all logistical needs for the project team are met
• Assist in preparing project reports, presentations and other documentation required by management, stakeholders, or regulatory bodies
• Serve as a point of contact for project-related inquiries, ensuring effective communication between internal teams, contractors, and external stakeholders
• Assist with tracking project budgets, resources, and expenditures and support project managers in monitoring project progress
• Coordinate communications between project teams and stakeholders, ensuring that all parties are informed and up-to-date on project developments
• Assist in managing and tracking contracts and agreements related to construction projects, ensuring compliance with deadlines and terms
• Ensure that all project files are accurately maintained, categorized and archived for future reference
• Handle sensitive project information with discretion and confidentiality ensuring that proprietary information is not disclosed improperly.

Expected Output

• Well-organized project documentation, including contracts, reports, and progress updates, ensuring easy access and retrieval
• Efficient management of administrative tasks, ensuring smooth operations within the Projects and Construction department
• Timely and accurate meeting minutes, agendas and follow-ups on action items
• Coordinated schedules and effective communication between the project team, stakeholders and contractors
• Accurate tracking of project budgets, resources and project milestones
• High-level confidentiality and professionalism in handling sensitive project information.

Person Specifications

Minimum Academic Qualifications:

• Bachelor’s degree in Business Administration, Public administration, Office management.
• Professional certifications in office administration or project management will be an advantage.

Experience:

• At least 4 years of experience in administrative or secretarial roles, preferably within the construction, engineering, or project management sectors

Competencies:

• Strong organizational and time-management skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Strong interpersonal skills and the ability to build relationships with a wide range of stakeholders.
• Knowledge of project management tools and techniques is a plus.
• Ability to handle confidential information with discretion and professionalism.
• Proactive and solution-oriented with a strong sense of initiative.

Working Environment:

Office-based with occasional site visits to project locations for coordination and meeting purposes. Flexibility in working hours may be required to accommodate project deadlines and meetings with stakeholders.