What are the main duties of Project Admin Assistant?

Project Admin. Assistants provide administrative support to complete projects. Project admin. assistants are respected members of the project team and participate during all phases of the project life cycle. Under the direction of project directors or program/project managers, project assistants help move projects towards completion by performing project and office administration tasks, which typically include production and distribution of collateral, file management, data collection, report creation, proofreading, research, and team collaboration.

Summary of key functions:

• Provision of project support services;
• Provision of support to financial monitoring and reporting.

Support to knowledge building and knowledge sharing Working closely with the UNDP-designated project officers, the incumbent will be responsible for, but not limited to, the following duties:

• Responsible for all ATLAS-related transactions, e.g. keep track and update Risk Management Module and issues log;
• Maintain the project budget and expenditure, including formulation, revisions, and record keeping in ATLAS, monthly status reports, and reporting and liaising with the UNDP on budget matters;
• Support preparation of background information for project implementation, work plans and budget;  
• Keep records and files of financial and technical documentation and reports;
• Support the purchase of goods and services and following up on issuance of contracts and payments;
• Liaise on the conduct of project audit and ensure access by auditors to project documentation, personnel, and institutions involved in the project;
• Provide administrative support to the relevant project officers.

Undertake other duties per the requirements of the project.

Setup and maintain job files in accordance with Company work instructions and applicable project instructions.   Prepare correspondence, presentations and/or reports as required.   Follow-up on correspondence and outstanding requests for resolution.   Coordinate for Project Team, Client and/or Vendor meetings.   Responsible for the setup and cleanup of meeting facilities utilized byProject Manager and/or Project Team.   Provide phone coverage for ProjectManager, identified team members and switchboard duties as required.   Facilitate document issue process.   Assist Project Manager and Project Team with document distribution, scanning, copying, etc.   Forward to appropriate engineer for review.   Receive certified drawing approval from appropriate engineer, issues certified drawing, and scans in to Company specific document management system, Documentum.   Assemble data books or operating manuals as necessary.