PROJECT ADMINISTRATOR

Africa Personnel Services, on behalf of its client, is looking for a Project Administrator in the oil and gas industry. The Project Administrator is responsible for the overall administrative and governance support of one or more projects. This role ensures project documentation is maintained, communication flows efficiently, and all project activities align with organizational procedures and deadlines.                         

⚓Core Responsibilities

1. Project Documentation & Control

• Documentation Management: Create, organize, file, and maintain all essential project documentation, including project plans, contracts, reports, status updates, and change requests, ensuring a single, accurate source of truth.
• Version Control: Implement and manage version control procedures for key project documents.
• Process Compliance: Ensure the project team adheres to the company's established project management methodologies, policies, and quality standards (e.g., PRINCE2, Agile).
• Risk and Issue Logging: Assist the Project Manager in maintaining and updating the Risk Register, Issue Log, and Change Control records.

1. Financial and Resource Tracking

• Budget Support: Track project expenditures, process invoices and purchase orders (POs), and monitor spending against the approved budget, alerting the Project Manager to potential overspending or variances.
• Expense Management: Handle team expense reports and travel claims related to the project.
• Resource Coordination: Assist in the onboarding of new team members, manage access to project tools, and coordinate the ordering of necessary project equipment, software, or supplies.

1. Communication and Coordination

• Meeting Management: Schedule, coordinate, and organize all project meetings (e.g., kick-offs, status updates, steering committee meetings).
• Minute Taking: Attend and accurately record meeting minutes, decisions made, and follow-up action items, ensuring prompt distribution to all stakeholders.
• Information Flow: Act as the central point of contact for routine project inquiries and ensure timely and effective communication between the Project Manager, team members, stakeholders, and the Project Management Office (PMO).
• Reporting: Prepare and collate data for regular status reports (weekly, monthly) and presentations for senior management and stakeholders.

Education & Experience

• Associate’s or Bachelor’s degree in Business Administration, Project Management, or a related field (preferred).
• Proven experience (1-3+ years) in an administrative, clerical, or project support role.
• Familiarity with project management principles and methodologies is a strong asset.

Technical Skills

• Proficiency in MS Office Suite: Especially Excel (for tracking budgets/data), Word, and PowerPoint.
• Project Tools: Familiarity with Project Management software (e.g., Microsoft Project, Jira, Asana, Trello).
• Data Management: Excellent skills in data entry, record-keeping, and file organization.

Key Competencies (Soft Skills)

• Attention to Detail: Meticulous and highly accurate in all documentation and tracking tasks.
• Organization and Time Management: Exceptional ability to manage multiple priorities and deadlines simultaneously in a fast-paced environment.
• Communication: Strong written and verbal communication skills for preparing reports and coordinating with diverse teams.
• Proactive: Takes initiative to anticipate administrative needs and solve logistical problems before they escalate.

Must be a Namibian Citizen