Description:
The Project Administrator will be responsible for supporting all aspects of the project across the lifecycle, through delivery and closedown. The Project Administrator provides support to ensure that projects are delivered to contract and on budget, whilst meeting OPM’s professional standards/frameworks, client requirements, relevant industry regulations and ensuring effective governance.
As a Project Administrator At OPM You Will
Scope and Schedule Management
- Support baseline change requests as required
Project Execution and Control
- Support project start up in line with OPM’s policies and processes.
- Support appropriate review and sign off for both supplier, sub-contractor and client contracts
- Provide information for data collection, analysis and reports as requested
- Communicate and highlight project process compliance issues as appropriate
- Support the maintenance of project information data (file structures, document control, system data and archives)
- Support project gates / boards and reviews at appropriate times in the project lifecycle
- Provide information for project audits as required
- Support project closedown in line with OPM’s policies and processes
- Provide logistical support, including reviewing security requirements, arranging flights & hotels, transfers and any other transport that may be required given security needs, support visa applications where appropriate
- Assist with the coordination of project events
Risk and Issue Management
- Work with the PM to update the risk register
- Capture mitigation actions, contingency plans, and close items when concluded
Finance and cost control management
- Assist with providing financial data for forecasting
- Collaborate with Accounts Payable to process project purchases and costs in line with OPM’s policies and client requirements
Resource and people management
- Provide effective communication to the project teams, internal and external stakeholders, partners, suppliers and customers
- Support the negotiation and contracting for the provision of goods and/or services – drafting and tracking contracts and monitoring compliance
- Liaise with stakeholders from across the project, supporting the Project Manager with any operational project queries
- Support suppliers with OPMs procedures and documents as required.
Professional Knowledge
Key Qualifications / Experience / Skills / Behaviours
- Knowledge and experience of the international development business would be desirable
Project Delivery Experience
- Some previous experience of successfully supporting low complexity/risk projects, across part or the full lifecycle
- Demonstrated administrative skills with experience on systems, process and tools
Technical Skills
- High levels of numeracy, accuracy and attention to detail.
- Strong written skills
- MS office proficiency (experience with MS Dynamics advantageous)
Attributes
- Well organised and efficient, able to multi-task
- Excellent communication skills, both written and verbal
- Comfortable engaging with stakeholders at all levels
- Enthusiasm, persistence, presence and self-motivation
- Solutions focused with excellent attention to detail
Behavioural Capabilities
- Problem solver: Curious about and energised by solving problems. Focuses on continuous improvement and the learning that comes from this, and encourages same approach in others
- Impact & Delivery oriented: proactive can-do attitude. Balances multiple priorities by effective planning and delegating whilst retaining accountability to deliver to deadlines
- Inspiring: Demonstrates belief, energy and passion for achieving goals. Resilient and positive when faced with challenges and setbacks. Cares about those they work with.
- Judgement: Comfortable to make clear decisions, uses knowledge - own and others – to form options before choosing best approach
- Communication: Active listener, clear in expressing ideas and requirements. Responsive to the input of others and encourages inclusive dialogue
- Collaborative: Works collaboratively and effectively with others to achieve common goals within immediate and wider teams, as well as across external networks and clients/donor