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!