Key Roles and Responsibilities

1. Project Administration

• Maintain and organize project documentation and records.
• Prepare meeting minutes, project reports, and action logs.
• Track project deliverables, timelines, and dependencies.
• Coordinate project meetings and follow up on action items.
• Support the preparation of technical proposals and tender documentation.
• Ensure compliance with company procedures and documentation standards.

2. Technical Coordination

• Support technical teams with documentation, reporting, and presentations.
• Compile technical reports and system documentation.
• Coordinate submission and review of technical deliverables.
• Maintain project registers, logs, and databases.
• Liaise with engineers and technical specialists to monitor project progress.

3. Schedule and Progress Monitoring

• Maintain project schedules, trackers, and dashboards.
• Monitor project milestones and deadlines.
• Follow up on outstanding technical tasks.
• Assist with resource planning and coordination.
• Produce regular project status and progress reports.

4. Financial and Budget Support

• Track project budgets, costs, and resource utilization.
• Support invoice preparation and processing.
• Monitor project expenditure against budgets.
• Maintain financial records and reporting.
• Coordinate billing and payment activities with finance teams.

5. Document Control and Quality Assurance

• Manage document control and version control processes.
• Ensure documents are reviewed, approved, and properly stored.
• Control document distribution and transmittals.
• Ensure compliance with quality standards and project requirements.

6. Stakeholder Coordination

• Coordinate communication between project managers, technical teams, clients, vendors, and service providers.
• Track requests, issues, and technical queries.
• Support communication across multiple project workstreams.

7. Continuous Improvement

• Identify opportunities to improve project processes.
• Develop templates, tools, and best practices.
• Support implementation of digital tools, reporting systems, and automation initiatives.

Education and Experience

Education

• Diploma or Degree in:
  • Information Technology
  • Engineering
  • Project Management
  • Business Administration
  • Or a related field
• Project Management certification (CAPM, PRINCE2, or PMP) is advantageous.

Experience

• 2–5 years' experience in project administration or project coordination.
• Experience in technical environments such as:
  • Engineering
  • Information Technology
  • Software
  • Telecommunications
  • Construction
• Experience supporting technical or systems-based projects is preferred.

Knowledge

The successful candidate should have knowledge of:

• Project management principles, methodologies, and project lifecycles.
• Technical project environments (IT, engineering, or digital delivery).
• Budgeting, cost tracking, and financial reporting within projects.
• Project scheduling, resource planning, and progress monitoring.
• Procurement, contract administration, and vendor coordination.
• Data management, reporting systems, and project performance metrics.
• Document control and quality management processes.

Skills

Technical Skills

• Advanced Microsoft Excel.
• Proficiency in Microsoft Word, PowerPoint, and SharePoint.
• Experience with project management tools such as:
  • MS Project
  • Jira
  • Monday.com
  • Asana
• Experience with document management systems.
• Ability to prepare technical reports and project documentation.

Core Competencies

• Strong project coordination and organizational skills.
• Excellent communication and stakeholder management.
• Attention to detail and accuracy.
• Analytical and problem-solving skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong administrative and reporting capabilities.
• Ability to work effectively in multidisciplinary teams.

Personal Attributes

• Proactive and self-motivated.
• Able to work under pressure.
• Strong coordination and relationship management skills.
• Interest in technical projects and systems.
• Continuous learning mindset with a focus on process improvement.