Project Administration Assistant Jobs

Job Summary

Job Purpose: To support the National Project Technical Expert and Coordinator in the daily execution of the project. This includes handling procurement processes, monitoring project funds, and preparing reports.

This is a fixed-term contract for nine (9) months.

Minimum Requirements

Qualification and Experience:

• Three (3) year qualification in Project Management or equivalent.
• 3 years of experience in project administration, supporting managerial or professional staff using secretarial and administrative skills.
• Experience in organizing public events, trainings, and meetings.

Duties and Responsibilities

Financial Perspective

• Assist in managing project financial resources, human resources, procurement, and logistical services.
• Help prepare payment requests for operating expenses, salaries, insurance, and more, based on project budgets and work plans.

Stakeholder Management

• Support the maintenance of the GCIP national online platform.
• Help facilitate networking and manage networks.

Internal Processes

• Provide support for organizing and conducting project activities.
• Draft minutes for Project Steering Committee and other project-related meetings.
• Handle administrative follow-up for all activities as needed.
• Collect project-related information and assist the National Project Coordinator (NPC) in preparing reports according to the work plan. Support follow-up on project auditing issues.
• Maintain up-to-date files and records of project documentation. Provide logistical support for workshops and other meetings as required by the NPC.
• Support the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports, and other required documents.
• Arrange external and internal meetings, including Project Steering Committee meetings, technical meetings, and others.
• Assist in organizing, executing, and coordinating public events such as seminars, trainings, workshops, forums, and exhibitions.
• Provide general office assistance, including responding to complex information requests, reviewing and replying to routine correspondence, and performing routine tasks like maintaining attendance records and assessing telephone billing.
• Support the collection and consolidation of GCIP monitoring and evaluation (M&E) data and reporting.

Learning and Growth

• Understand and achieve Key Performance Areas (KPAs) as agreed in the performance agreement.
• Review performance against agreed standards.
• Live the values and culture of TIA.
• Identify and pursue development opportunities to improve work effectiveness and efficiency, aligned with career goals discussed with the Portfolio Manager, Programme Manager, or Head.
• Make optimal use of organization information systems and tools to perform core tasks.

Closing Date

2026/02/04

Method of Application

Interested and qualified candidates should apply through the TIA recruitment portal.