A Project Administrator is critical in supporting project management teams by providing administrative, logistical, and coordination support throughout the project lifecycle. Their primary responsibility is ensuring project operations run smoothly, efficiently, and within budget.

Responsibilities

Coordination and Scheduling

• Organize project meetings, maintain project calendars, and ensure that key stakeholders are informed about project timelines, milestones, and deadlines
• Create and regularly update workflows
• Track and coordinate the implementation of meeting resolutions

Documentation and Record-Keeping

• Manage project documentation, including contracts, project plans, meeting minutes, and other essential records. (e.g., assigned tasks and next steps)
• Document proceedings, log tasks and communicate resolutions of department meetings
• Ensure that all documents are stored properly and are accessible when needed

Communication

• Serve as a central point of contact for project team members, stakeholders, and clients
• Facilitate communication among team members and ensure information flows effectively

Budget and Resource Management

• Support budget preparation by ensuring unit rates are regularly updated and applied.
• Track project budgets and inform resource reallocation according to implementation realities.

Problem-Solving and Issue Resolution

• Identify potential project risks, assist in resolving them, and escalate priority issues to project managers.
• Provide remote and/or physical field support during project execution.
• Compliance and Quality Assurance.
• Ensure that projects comply with organizational policies, legal requirements, and industry standards.
• Support the implementation of project procedures and guidelines to ensure the collection of reliable accurate field data.

Qualifications and Experience

• A bachelor’s degree in Business Administration, Accounting, Business Statistics, Economics or any other relevant quantitative discipline.
• A clear understanding of field research operations including participatory community assessments, surveys, and censuses.
• A minimum of 2 years in an administrative role involving stakeholder management, planning, budgeting and procurement.
• Experience in supervision of fieldwork will be an added advantage.
• Excellent communication skills.
• Ability to work in a multidisciplinary team.
• Computer literacy with proficiency in Microsoft Office Suite (Excel, Word and PowerPoint).
• Strong attention to detail.
• Willingness to travel upcountry on short notice.