Project Administrator

Purpose of Role

• The purpose of this role is to provide key administrative, financial and logistical support to the
• projects undertaken by the company in compliance with OPM’s Project Management Framework
• (PMF) ensuring effective implementation of projects within specified timeframes.

Main Responsibilities

Main responsibilities include:

Administrative Support:

• Provide support in following areas while ensuring compliance with OPM project procedures and policies at each level:

Programme Delivery:

• Communicate with different stakeholders under the direction of (Assistant) Project
• Manager to ensure smooth delivery of project objectives
• Act as a point of contact for external suppliers to ensure smooth delivery of outsourced
• work, address and resolve issues as they occur, ensure suppliers are properly briefed,
• maintain positive relationships.
• Assist with the organisation and delivery of effective workshops and other project events
• Assist in organizing meetings (including Steering Committee), as defined by scope of project
• Assist with project office set-up if required under direction of the (Assistant) Project Manager
• Coordinate with project Admin officer ensuring smooth project office operations and effective management of petty cash, office vehicle and support staff.
• Coordinate compilation and formatting of reports ensuring highest standard of quality before submitting to the client.
• Due Diligence & Contract Administration:
• Carry out Due Diligence process for all individuals and organizations to be subcontracted on project.
• Set up new suppliers in line with legal department’s processes
• Prepare draft subcontracts and subcontract amendments under the direction of the (Assistant) Project Manager
• Maintain subcontract and due diligence tracker

Knowledge Management:

• Establish and maintain project data on all company platforms (file structures, document control, project pages and archives)
• Support the collation of internal and external reporting documentation

Asset Management:

• Provide administrative support to project procurement and assets management procedures.

Risk Management

• Assist in maintaining and updating project specific risk register in coordination with project teams and develop mitigation actions accordingly

Financial Management

• Ensure any changes in client contract are reflected in budget under PM’s direction
• Monitor and check budget coding, resolve issues as required
• Verify and process staff claims, expenses, external consultants and vendor invoices ensuring proper project budget coding is used
• Assist the (assistant) project manager with forecasting, managing budgets and rebudgets as required
• Prepare and submit client invoices promptly based on Programme invoicing schedule
• Maintain a project budget tracker and share summary report with PM as and when required by PM 
• Assist in preparing reports on the financial performance of the project which details the total spent and remaining amount against the total project budget value defined in client contract.

Travel & Logistics:

• Arrange for all project related travel requirements such as flights, local travel and accommodation ensuring compliance with OPM duty of care protocols.
• Support with visa applications for project related international travel for UK staff or national staff in accordance with HR procedures as and when required

Minimum Qualification

• Education to a degree level

Work Experience

• 2-3 years of experience in relevant field would be preferred

Essential Skills

• Good administrative skills with some previous work experience
• Familiarity with Microsoft Office
• Knowledge and experience of the international development business would be desirable 
• Good numeric skills including familiarity with basic financial documents (e.g.: timesheets, budgets)
• High standard of both spoken and written English
• Ability to work to deadlines
• Good level of attention to detail
• Good communication skills with ability to use own initiative
• Good organizational skills with ability to use own initiative
• Flexibility to cope with several tasks simultaneously to agreed deadlines
• Ability to work effectively as part of a team
• Ability to work and communicate effectively with people at different levels in the organisation
• Commitment to work following OPM’s values: The way we work together, to deliver to this mission, is characterised by our core values of collaboration and mutual support;
• integrity and respect; trust, empowerment and accountability.