Duties & Responsibilities
Output / Deliverables
Financial Administration
- Update the project budget and execute monthly cost & projection reporting
- Manage account payments for various vendors
- Capture Purchase Orders and invoices and resolve and follow up on budget queries
- Coordinate PPO time capturing by ensuring that all relevant resources has booked their monthly time on PPO before month-end closure.
- Support to Manager with monthly cost & projection reporting.
- Contract Management Financials – signatory approval process (certain projects only)
Project Admin/Support
- Support to project manager and project team including managing PM diary and assisting with queries from large project team
- Project maintenance and updates on PPO and SharePoint and logging of issues, dependencies & risks for reporting and managing purposes on PPO
- Communicate & follow up on actions and give daily feedback to Manager e.g. daily stand-ups, Kanban Boards or Planner updates etc.
- Quality Minute-taking & distribution within 48 hrs (2 days).
- Interpretation and update of Project Plans on MS Project, PPO, JIRA or Planner apps.
- Accurate reporting according to standards (weekly dashboard & monthly progress reports).
- Arrange meetings, venues, catering, equipment set up & removal (mostly virtual)
- Diary management: schedule & acceptance of meetings & project specific mail administration.
- Keep birthday, telephone or any other registers updated as required by the project.
- Create positive influence on morale of project team
Office Administration
- Log equipment breakdowns and infrastructure problems with helpdesks & track progress of calls to completion.
- Asset Management for all equipment on project.
- Hardware/Software orders on SRS/Helix system (Remember 15 working day SLA for delivery)
- Onboarding of project resources
- Arrange Team Building and project functions.
Implement Governance
- Follow the necessary PMO guidelines with regards to documentation & assist with the execution of the project in accordance with the methodology, governance & standards.
- Follow/use standards/processes/templates/filing/archiving guidelines as indicated on MS Teams sites.
Desired Experience & Qualification
Competencies
Being Resilient
- Rebounding from setbacks and adversity when facing difficult situations e.g. being composed & professional, maintain productivity under pressure, learn from failures
Customer Focus
- Delivers customer-centric solutions, follows up, improve service
Drives Results
- Consistently achieving results, even under tough circumstances.
Communicates Effectively
- Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
Action Orientated
- Taking on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm.
Collaborates
- Building partnerships and working collaboratively with others to meet shared objectives.
Optimises Work Processes
- Knowing the most effective and efficient processes for getting things done, with a focus on continuous improvement.
Plans And Aligns
- Planning and prioritising work to meet commitments aligned with organisational goals.
Agility
- Quick reaction to Client’s needs. Quick reaction to Manager’s requests. Easy acceptance of any changes.
Behavioural Competencies
- Collaboration: Unlocking our Winning As One spirit by focusing on a better outcome for all, achieved through partnership and an open-minded approach to everything
- Care: Serving with empathy and consideration, knowing that everything we do leave a lasting impact and legacy
- Innovation: Always striving for continuous improvement to create value for our stakeholders, our society, and our world
- Integrity: Unwavering in our pursuit to do the right thing, resolute in our commitment to what's good for all our stakeholders
Core Experience Required
- Proven PMA / Project Administration experience (preferably within IT or large-scale environments)
- Strong financial administration exposure (budgets, accruals, invoicing, PO management)
- PMO governance framework experience
- Proficiency in MS Teams, SharePoint, PPO, Jira, and Confluence
- Strong coordination and stakeholder engagement skills
Key Performance Areas
- Governance & Reporting: Ensure full lifecycle compliance and accurate reporting
- Financial Support: Manage budgets, accruals, invoicing, and PO processes
- Project Coordination: Coordinate plans, meetings, minutes, risks, and actions
- Tooling & Optimisation: Maintain data across PPO, SharePoint, and Jira; drive improvements
- Stakeholder Engagement: Ensure high responsiveness and strong collaboration across teams
Kindly regard your application as unsuccessful if you have not heard from the agency within 2 weeks.
