Project Admin Officer

Job description

Job Description : 1. Office Administration and Document Management: Oversee daily project office operations, maintain organized filing systems (physical and digital), and ensure administrative compliance with project requirements. 2. Meeting, Workshop, and Travel Coordination: Organize and coordinate meetings, workshops, and nationwide site visits, including all logistical arrangements and travel documentation. 3. Team Leader/DTL Support: Provide direct administrative assistance to the Team Leader, Deputy team Leader, including scheduling, document preparation, and handling ad hoc needs. 4. Procurement and Asset Tracking: Assist in procurement of office and project supplies in line with project guidelines and manage inventory and asset records. 5. Health, Safety and Team Welfare: Support implementation of health and safety measures in the office and during field activities, including safety briefings, PPE coordination, and incident documentation. Experience: At least 3 years of progressive experience in administrative or office management roles, preferably in project-based or field-based environments. Experience in ADB-funded or other donor-funded projects is an advantage. With hands-on experience in organizing meetings, workshops, and consultations with clients, partners, or government stakeholders. Proven ability to handle logistics for national site visits, including travel arrangements, accommodations, vehicle dispatch, and field coordination. Experience in developing and maintaining filing systems, including both digital and hardcopy records. Experience in responding to administrative requests from project managers and external stakeholders in a timely and professional manner. Experience supporting procurement processes such as canvassing, purchase orders, and vendor coordination under donor or government procurement rules. Qualifications : Bachelor’s degree in any of the following fields (or equivalent): Business Administration Public Administration Office Management Management Communication Other relevant courses related to administration, project management, or public sector work. Skills/Knowledge: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Familiar with document management systems and virtual collaboration tools (e.g., Zoom, MS Teams) Knowledge of basic procurement processes and filing standards aligned with ADB or similar donor agency requirements is an advantage. Proficient in English, both oral and written. Able to draft professional correspondence, minutes, and reports in English. Competencies: Organizational skills (5): Effectively manages schedules, documents, and logistical arrangement across various tasks. Communication (Oral & Written) (4): Communicates clearly and professionally with internal and external stakeholders in English. Attention to Detail (5): Ensures accuracy in document handling, date entry, and coordination work. Planning and Coordination (5): Efficiently plans meetings, workshops, and travel with minimal supervision and maximum efficiency. Problem Solving and Adaptability (5): Responds calmly and effectively to unexpected situations or urgent requests. Knowledge and Administrative Systems (5): Demonstrates understanding of office protocols, filing systems, and project compliance. Teamwork and Interpersonal Relations (5): Works collaboratively with colleagues, clients, and JV partners in a respectful and supportive manner. Logical Thinking (5): Applies structured reasoning in addressing administrative issues and improving processes. Decision-Making (5): Makes sound administrative decisions independently within delegated authority, using good judgement. Confidentiality and Professional Integrity (5): Handles sensitive project information responsibly and upholds professional ethics. Personal Drivers: 1. Commitment to Service Excellence Takes pride in delivering accurate, timely, and high-quality administrative support to the project team and stakeholders. Strives to exceed expectations in maintaining organization and professionalism. 2. Sense of Responsibility and Accountability Demonstrates ownership of assigned tasks and ensures completion with minimal supervision. Holds oneself accountable for the accuracy and completeness of records, reports, and coordination efforts. 3. Proactive and Results-Oriented Mindset Anticipates administrative needs and takes initiative to address issues before they escalate. Focused on solutions and results, not just processes. 4. Integrity and Confidentiality Maintains a high standard of ethical behavior and discretion when handling sensitive project documents and information. Builds trust with colleagues and clients through consistent professionalism. At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!