Project Admin Officer

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