Project Administrator

Primary Purpose:

To support the delivery of projects in accordance with OPM’s Project Management and Project Controls Framework.

Responsible for supporting a number of concurrent small Class A or B projects or a larger Class C/C+ project.

OPM is a global organization whose mission is to work for a fairer world. Fundamental to this is delivering successful projects, and meeting our end clients’ needs and our own internal commitments. OPM is keen to further develop the ‘fit-for-purpose’ Project Management capability needed to deliver consistently successful projects regardless of size or complexity.

The Project Administrator will be responsible for supporting all aspects of the project across the lifecycle, through delivery and close down. The Project Administrator provides support to ensure that projects are delivered to contract and on budget, whilst meeting OPM’s professional standards/frameworks, client requirements, relevant industry regulations, and ensuring effective governance.

Key Primary Responsibilities

The Project Administrator supports the project with administration, coordination, planning and control of the project, including:

Scope and Schedule Management

• Support baseline change requests as required

Project Execution and Control

• Support project start-up in line with OPM’s policies and processes.
• Support the appropriate review and sign-off for both supplier, sub-contractor, and client contracts
• Provide information for data collection, analysis and reports as requested
• Communicate and highlight project process compliance issues as appropriate
• Support the maintenance of project information data (file structures, document control, system data and archives)
• Support project gates/boards and reviews at appropriate times in the project lifecycle
• Provide information for project audits as required
• Support project closedown in line with OPM’s policies and processes
• Provide logistical support, including reviewing security requirements, arranging flights & hotels, transfers and any other transport that may be required given security needs, and supporting visa applications where appropriate
• Assist with the coordination of project events

Risk and Issue Management

• Work with the PM to update the risk register
• Capture mitigation actions, contingency plans, and close items when concluded

Finance and Cost Control Management

• Assist with providing financial data for forecasting  
• Collaborate with Accounts Payable to process project purchases and costs in line with OPM’s policies and client requirements

Resource and People Management

• Provide effective communication to the project teams, internal and external stakeholders, partners, suppliers and customers
• Support the negotiation and contracting for the provision of goods and/or services – drafting and tracking contracts and monitoring compliance 
• Liaise with stakeholders from across the project, supporting the Project Manager with any operational project queries
• Support suppliers with OPM procedures and documents as required

Person Specification

Professional/Technical Skills, Knowledge & Experience

Professional knowledge:

• Knowledge and experience of the international development business would be desirable

Project Delivery Experience:

• Some previous experience of successfully supporting low complexity/risk projects, across part or the full lifecycle
• Demonstrated administrative skills with experience on systems, processes and tools

Technical Skills

• High levels of numeracy, accuracy, and attention to detail.
• Strong written skills
• MS Office proficiency (experience with MS Dynamics advantageous)

Attributes:

• Well-organized and efficient, able to multi-task
• Excellent communication skills, both written and verbal
• Comfortable engaging with stakeholders at all levels
• Enthusiasm, persistence, presence and self-motivation
• Solutions focused with excellent attention to detail

Behavioural capabilities:

• Problem solver: Curious about and energized by solving problems. Focuses on continuous improvement and the learning that comes from this, and encourages the same approach in others
• Impact & Delivery oriented: proactive can-do attitude. Balances multiple priorities by effective planning and delegating whilst retaining accountability to deliver to deadlines
• Inspiring: Demonstrates belief, energy and passion for achieving goals. Resilient and positive when faced with challenges and setbacks. Care about those they work with.
• Judgment: Comfortable making clear decisions, uses knowledge - own and others – to form options before choosing the best approach
• Communication: Active listener, clear in expressing ideas and requirements. Responsive to the input of others and encourages inclusive dialogue
• Collaborative: Works collaboratively and effectively with others to achieve common goals within immediate and wider teams, as well as across external networks and clients/donor