Project Admin Officer

SMEC


Date: 3 hours ago
City: Pasig City
Contract type: Full time
Job Description

  • Office Administration and Document Management: Oversee daily project office operations, maintain organized filing systems (physical and digital), and ensure administrative compliance with project requirements.
  • Meeting, Workshop, and Travel Coordination: Organize and coordinate meetings, workshops, and nationwide site visits, including all logistical arrangements and travel documentation.
  • Team Leader/DTL Support: Provide direct administrative assistance to the Team Leader, Deputy team Leader, including scheduling, document preparation, and handling ad hoc needs.
  • Procurement and Asset Tracking: Assist in procurement of office and project supplies in line with project guidelines and manage inventory and asset records.
  • Health, Safety and Team Welfare: Support implementation of health and safety measures in the office and during field activities, including safety briefings, PPE coordination, and incident documentation.

Experience

  • At least 3 years of progressive experience in administrative or office management roles, preferably in project-based or field-based environments.
  • Experience in ADB-funded or other donor-funded projects is an advantage.
  • With hands-on experience in organizing meetings, workshops, and consultations with clients, partners, or government stakeholders.
  • Proven ability to handle logistics for national site visits, including travel arrangements, accommodations, vehicle dispatch, and field coordination.
  • Experience in developing and maintaining filing systems, including both digital and hardcopy records.
  • Experience in responding to administrative requests from project managers and external stakeholders in a timely and professional manner.
  • Experience supporting procurement processes such as canvassing, purchase orders, and vendor coordination under donor or government procurement rules.

Qualifications

Bachelor’s degree in any of the following fields (or equivalent):

Business Administration

  • Public Administration
  • Office Management
  • Management
  • Communication
  • Other relevant courses related to administration, project management, or public sector work.

Skills/Knowledge

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Familiar with document management systems and virtual collaboration tools (e.g., Zoom, MS Teams)
  • Knowledge of basic procurement processes and filing standards aligned with ADB or similar donor agency requirements is an advantage.
  • Proficient in English, both oral and written.
  • Able to draft professional correspondence, minutes, and reports in English.

Competencies

  • Organizational skills (5): Effectively manages schedules, documents, and logistical arrangement across various tasks.
  • Communication (Oral & Written) (4): Communicates clearly and professionally with internal and external stakeholders in English.
  • Attention to Detail (5): Ensures accuracy in document handling, date entry, and coordination work.
  • Planning and Coordination (5): Efficiently plans meetings, workshops, and travel with minimal supervision and maximum efficiency.
  • Problem Solving and Adaptability (5): Responds calmly and effectively to unexpected situations or urgent requests.
  • Knowledge and Administrative Systems (5): Demonstrates understanding of office protocols, filing systems, and project compliance.
  • Teamwork and Interpersonal Relations (5): Works collaboratively with colleagues, clients, and JV partners in a respectful and supportive manner.
  • Logical Thinking (5): Applies structured reasoning in addressing administrative issues and improving processes.
  • Decision-Making (5): Makes sound administrative decisions independently within delegated authority, using good judgement.
  • Confidentiality and Professional Integrity (5): Handles sensitive project information responsibly and upholds professional ethics.

Personal Drivers

  • Commitment to Service Excellence
  • Takes pride in delivering accurate, timely, and high-quality administrative support to the project team and stakeholders.
  • Strives to exceed expectations in maintaining organization and professionalism.
  • Sense of Responsibility and Accountability
  • Demonstrates ownership of assigned tasks and ensures completion with minimal supervision.
  • Holds oneself accountable for the accuracy and completeness of records, reports, and coordination efforts.
  • Proactive and Results-Oriented Mindset
  • Anticipates administrative needs and takes initiative to address issues before they escalate.
  • Focused on solutions and results, not just processes.
  • Integrity and Confidentiality
  • Maintains a high standard of ethical behavior and discretion when handling sensitive project documents and information.
  • Builds trust with colleagues and clients through consistent professionalism.

At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!

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