Role Overview: The Project Administrator will support project managers and cross-functional teams in the planning, coordination, and execution of projects. Youll 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 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: Bachelors 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!

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