1.Main Job Purpose
The Project Administrator provides effective and efficient administrative and coordination support to project teams. The role ensures the smooth day‑to‑day functioning of project activities through accurate documentation, record‑keeping, compliance support, meeting coordination, and adherence to organisational policies and standard operating procedures.
2. Key Performance Areas
| Key Performance Areas |
Tasks and Activities |
| Project Administration |
- Establish, manage, and maintain filing systems for all project documentation (electronic and hard copy)
- Prepare, circulate, and file minutes of meetings and track action items
- Compile and submit administrative reports as required by project management
- Ensure rentals, service-related invoices, and supporting documents are submitted timeously
- Maintain attendance registers, sign‑in sheets, and timesheets and submit them according to reporting schedules
- Provide administrative support for meetings, trainings, workshops, and project activities
- Ensure all project staff have access to relevant SOPs, guidelines, and project documentation
- Assist with drafting and formatting correspondence, reports, and presentations
|
| Operational and Logistical Support |
- Coordinate logistical arrangements for meetings, trainings, workshops, and field activities
- Support travel and accommodation arrangements for project staff when required
- Liaise with internal teams and service providers to support smooth project operations
- Provide administrative coordination support to field teams
- Assist with procurement requests, as and when required.
|
| Compliance, Quality Control, and Record‑Keeping
|
- Ensure project documentation complies with organisational policies, SOPs, and donor requirements
- Collect, file, and safeguard quality‑control and verification documents from project sites
- Maintain accurate, organised, and audit‑ready records
- Support internal and external audits by providing required documentation
- Uphold confidentiality and responsible handling of sensitive project information
|
| Team and Project Support
|
- Support leave administration and timesheet submissions
- Provide administrative assistance to project staff for field and programme activities
- Participate in meetings, briefings, trainings, and team‑building activities
- Conduct routine site visits for administrative verification and support where required
- Perform additional duties reasonably assigned by management
|
Qualifications and Experience
- Grade 12
- Certificate or diploma in Administration, Office Management, or related field (advantageous)
- Minimum 1–2 years’ experience in a project or programme administration role
- Experience working in NGO, community‑based, or donor‑funded environments will be advantageous
