Overview
Project Administration Officer Jobs in Port Moresby, National Capital District, Papua New Guinea at SMEC (an SJ Group company)
Title: Project Administration Officer
Company: SMEC (an SJ Group company)
Location: Port Moresby, National Capital District, Papua New Guinea
Key Responsibilities
- Project Administration & Office Support
- Provide day‑to‑day administrative support to the CSC Team Leader and project specialists.
- Maintain organized filing systems (electronic and hard copy) for project documentation, correspondence, reports, and approvals.
- Assist in document control, version tracking, and distribution of project documents in accordance with project protocols.
- Manage incoming and outgoing correspondence between PMU/PPL, contractors, consultants, ADB, AIFFP, DFAT, and other stakeholders.
- Maintain records of correspondence, approvals, instructions, and contractual communications as required under the TOR.
- Reporting & Documentation Support
- Assist the project team in the preparation, compilation, formatting, and submission of: Inception Reports Quarterly Progress Reports Semi‑Annual Safeguards Monitoring Reports Withdrawal Application supporting documents Interim and Project Completion Reports
- Track reporting schedules and submission deadlines and notify the team of upcoming deliverables.
- Support compilation of inputs from technical, safeguards, financial, and gender specialists into consolidated reports.
- Meeting & Logistics Coordination
- Arrange and coordinate project meetings, site meetings, workshops, and training sessions, including: Meeting scheduling Preparation and circulation of agendas Taking and distributing meeting minutes and action lists
- Coordinate logistics for workshops, training, and stakeholder consultations (venue, attendance lists, materials).
- Support logistics for ADB, AIFFP, DFAT, or government missions, including document preparation and coordination support.
- Financial and Contract Administration Support
- Assist the PMU Manager and Financial Specialist with administrative support related to: Processing contractor invoices and payment documentation Tracking claims, variation orders, and approval status Maintaining disbursement and payment records
- Assist in maintaining project budgets, financial trackers, and disbursement schedules as directed.
- Stakeholder & Safeguards Support
- Provide administrative support to social, environmental, and gender specialists, including: Organizing consultation meetings and disclosure activities Assisting with documentation for grievances, consultations, and training activities
- Maintain registers related to grievances, consultations, training participation, and stakeholder engagement activities.
- Assist with implementation of communication and visibility requirements, including DFAT visibility documentation where required.
- Coordination & General Support
- Support coordination between CSC international experts, national specialists, PMU/PPL staff, and contractors.
- Assist in tracking action items arising from meetings and follow‑up on administrative actions.
- Perform other reasonable administrative and coordination tasks as requested by the CSC Team Leader or PMU Manager in support of project implementation.
Key Performance Indicators
- Timely and accurate administrative support to the CSC and PMU.
- Well‑maintained project records and correspondence registers.
- On‑time coordination and support for reports, meetings, and missions.
- Effective logistical and organizational support to project activities.
- Positive feedback from CSC Team Leader, PMU, and project stakeholders.
Key Qualifications, Knowledge, Skills & Experience
- Diploma or Bachelor’s degree in Business Administration, Project Management, or a related field.
- Minimum 3–5 years’ experience providing administrative or project support on infrastructure or donor‑funded projects.
- Experience working with government agencies, utilities, consultants, or donor‑funded projects is an advantage.
- Strong organizational, documentation, and record‑keeping skills.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams).
- Strong written and verbal communication skills.
- Ability to work in a multidisciplinary team environment and manage multiple tasks simultaneously.
- Experience in Papua New Guinea project environments is an advantage.
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