Project Administrator (Executive Support & Recruitment Coordination)

• Manage end-to-end project administration, including resource coordination, onboarding, and offboarding processes.
• Support project delivery teams by coordinating implementation activities, timelines, and operational reporting.
• Ensure compliance requirements are met across all project activities and stakeholders.
• Maintain centralized tracking systems for resources, contracts, and vendor compliance documentation.

• Monitor compliance training for approximately 1,000 contractors, ensuring regulatory adherence and timely completion.
• Maintain accurate and up-to-date reporting systems across multiple regions, tracking compliance documentation and supplier data.
• Generate operational reports, dashboards, and insights to support decision-making.

• Manage a live tracking system across 10 African countries and 25 suppliers, ensuring accurate monitoring of: 
  • Invoices and payments
  • Tax certificates
  • Compliance documentation
  • Supplier reporting
• Oversee invoice processing, purchase orders, vendor payments, and budget tracking.
• Support financial reporting and ensure alignment with project budgets.

• Provide high-level administrative support to leadership teams, including: 
  • Calendar management
  • Coordination of meetings, workshops, and conferences
  • Local and international travel arrangements
• Prepare confidential reports, presentations, meeting agendas, and minutes.
• Draft and manage professional business communications on behalf of executives.

• Support recruitment processes including candidate coordination, onboarding, and documentation tracking.
• Liaise with HR and hiring managers to ensure timely resource allocation and onboarding.
• Maintain accurate records of resource contracts and workforce data.

• Oversee day-to-day office operations, including facilities coordination, procurement, asset management, and logistics.
• Support operational safety as Floor Manager and OHS/Evacuation Leader.
• Assist in office relocation projects and workspace planning initiatives.

• Build and maintain strong relationships with internal teams, vendors, and external service providers.
• Act as a key point of contact for operational, administrative, and vendor-related queries.
• Ensure clear and consistent communication across stakeholders in different regions.

• Strong project coordination and administrative skills
• Excellent organizational and multitasking abilities
• High attention to detail and accuracy
• Strong communication and stakeholder management skills
• Financial and vendor management experience
• Ability to handle confidential information with discretion
• Proficiency in MS Office (Excel, PowerPoint, Word, Outlook)
• Experience working across multiple regions or countries is advantageous

• Relevant qualification in Business Administration, Project Management, or related field
• Proven experience in project administration, executive assistance, or operations support
• Exposure to recruitment coordination or HR processes is advantageous
• Experience managing large-scale teams or contractor environments preferred

• Ability to work independently and under pressure
• Strong problem-solving and decision-making skills
• Adaptability in a fast-paced, dynamic environment
• Proactive and solution-oriented mindset