Project Administration Specialist

Job Purpose

Provides administrative and coordination support for IT projects, ensuring tasks are completed on time, within budget, and to quality standards. Acts as a liaison between stakeholders, manages project documentation, tracks progress, and supports tools and reporting.

Key Accountability Areas

Project Coordination:

• Support multiple IT projects simultaneously, ensuring schedules, deliverables, and documentation are maintained.
• Organize and coordinate meetings, workshops, and project-related events, including minute-taking and action item tracking.
• Maintain project calendars and assist with resource scheduling.

Documentation & Reporting:

• Prepare, edit, and manage project documentation such as project plans, status reports, risk logs, meeting notes, and change requests.
• Support the creation and distribution of executive summaries, dashboards, and other project reports.

Administrative Support:

• Assist project managers and team leads in maintaining project plans, RAID logs (Risks, Assumptions, Issues, Dependencies), and other documentation.
• Track and follow up on deliverables, deadlines, and dependencies.
• Coordinate procurement and budget tracking activities, if needed.

Tool & System Support:

• Maintain project data in tools such as Microsoft Project, Jira, Confluence, SharePoint, or ServiceNow.
• Support onboarding/offboarding processes for project team members.

Governance & Compliance:

• Ensure adherence to GIT’s project management methodologies, policies, and quality standards.
• Support audits, quality checks, and project closure activities.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Work Experience

Technical / Functional Competencies