Project Secretary

To provide comprehensive administrative and secretarial support to the engineering and project management teams in dams and hydropower projects, ensuring smooth flow of project communication, documentation, HSE records, and reporting while maintaining strict compliance with project standards and deadlines.

Responsibilities:

• Assist in formatting, tracking, and disseminating HSE procedures and forms
• Maintain records of HSE inductions and briefings
• Support HSE inspections with admin support
• Coordinate document revisions as per HSE updates
• File safety alerts and bulletins
• Maintain a checklist of required permits, licenses, and reports
• Track submission dates and maintain a compliance calendar
• Organize documentation for audits
• Assist in ensuring document versions meet project requirements
• File and retrieve engineering and compliance records
• Schedule and organize safety training sessions
• Prepare training attendance sheets, certificates, and evaluations
• Distribute training material and collate feedback
• Track who has completed training
• Support trainers with logistics
• Coordinate project meetings and prepare accurate minutes
• Manage schedules, travel, and logistics for team members
• Serve as point of contact for administrative queries
• Assist in onboarding project personnel
• Coordinate with departments for support requests
• Maintain logs of outgoing/incoming communications
• Assist in preparation and formatting of weekly/monthly reports
• File and archive project documentation systematically
• Manage templates and controlled document registery
• Support submission of reports to clients and stakeholders

Qualifications:

• Bachelor’s Degree in Business Administration, Engineering, or related field
• Training in Office Administration, Document Control, or Project Support
• Basic HSE certification (e.g., BOSH/COSH)
• 5 years in an administrative/project support role
• Familiarity with managing engineering and HSE documentation
• Experience coordinating project teams and meetings
• Experience in engineering or construction projects (dams/hydro preferred)
• Experience with document control systems
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent communication and multitasking skills
• File organization and digital archiving skills
• Strong time management and recordkeeping