Project Admin Officer
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:
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At least 3 years of progressive experience in administrative or office management roles, preferably in project-based or field-based environments.
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Experience in ADB-funded or other donor-funded projects is an advantage.
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With hands-on experience in organizing meetings, workshops, and consultations with clients, partners, or government stakeholders.
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Proven ability to handle logistics for national site visits, including travel arrangements, accommodations, vehicle dispatch, and field coordination.
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Experience in developing and maintaining filing systems, including both digital and hardcopy records.
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Experience in responding to administrative requests from project managers and external stakeholders in a timely and professional manner.
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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
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Public Administration
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Office Management
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Management
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Communication
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Other relevant courses related to administration, project management, or public sector work.
Skills/Knowledge:
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Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
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Familiar with document management systems and virtual collaboration tools (e.g., Zoom, MS Teams)
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Knowledge of basic procurement processes and filing standards aligned with ADB or similar donor agency requirements is an advantage.
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Proficient in English, both oral and written.
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Able to draft professional correspondence, minutes, and reports in English.
Competencies
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Organizational skills (5): Effectively manages schedules, documents, and logistical arrangement across various tasks.
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Communication (Oral & Written) (4): Communicates clearly and professionally with internal and external stakeholders in English.
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Attention to Detail (5): Ensures accuracy in document handling, date entry, and coordination work.
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Planning and Coordination (5): Efficiently plans meetings, workshops, and travel with minimal supervision and maximum efficiency.
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Problem Solving and Adaptability (5): Responds calmly and effectively to unexpected situations or urgent requests.
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Knowledge and Administrative Systems (5): Demonstrates understanding of office protocols, filing systems, and project compliance.
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Teamwork and Interpersonal Relations (5): Works collaboratively with colleagues, clients, and JV partners in a respectful and supportive manner.
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Logical Thinking (5): Applies structured reasoning in addressing administrative issues and improving processes.
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Decision-Making (5): Makes sound administrative decisions independently within delegated authority, using good judgement.
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Confidentiality and Professional Integrity (5): Handles sensitive project information responsibly and upholds professional ethics.
Personal Drivers:
1. Commitment to Service Excellence
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Takes pride in delivering accurate, timely, and high-quality administrative support to the project team and stakeholders.
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Strives to exceed expectations in maintaining organization and professionalism.
2. Sense of Responsibility and Accountability
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Demonstrates ownership of assigned tasks and ensures completion with minimal supervision.
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Holds oneself accountable for the accuracy and completeness of records, reports, and coordination efforts.
3. Proactive and Results-Oriented Mindset
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Anticipates administrative needs and takes initiative to address issues before they escalate.
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Focused on solutions and results, not just processes.
4. Integrity and Confidentiality
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Maintains a high standard of ethical behavior and discretion when handling sensitive project documents and information.
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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!