Project Administration
Understand, maintain, and handle the administrative and monitoring functions of a project to ensure timely implementation of project deliverables while minimising potential project risks (such as project cost overruns, changing administrative priorities etc.)
Type
Functional
Competency Area
Project Management
Levels
Undertakes basic administrative functions
Identifies the need for the project/scheme and the population/community affected by the project/scheme
Maintain project records in accordance with project and organisational requirements
Understands all administrative processes including payroll, hiring, procurement, training and contracting
Identify the positions and the number of people needed on the project/scheme
Coordinates and follows up with all stakeholders (including inter-department/ministry and external) regarding meetings decisions, data gathering from different administrative subunits, timelines, budget, expected outputs etc.
Maintains project documentation and communication efforts
Supports preparation of project budget using project administration resources (timesheets, timeframes, workflows)
Organises required personnel for project/scheme
Maintains project documentation library, including budgets, project expenditures, stakeholder engagements, and calendars
Create an internal communication and reporting process and templates
Schedules regular meetings, followed by communicating key decisions and actions items
Collects data on project implementation status, outputs and keeps track of project timelines
Drafts project budgets, reports and necessary documentation
Prepares project budget to optimise resources that will achieve a successful outcome within the expected time requirements, project specifications, and budget
Provides necessary documentation to internal and external stakeholders
Develops outlines and drafts of the reports
Designs communication and outreach plans for the project including media relations, blogs, social media
Implements a process to gather informant (provider agency and survivor) feedback
Establishes monitoring, processes, key milestones and budget
Reviews project milestone, budget and progress
Reviews project budget, keeping in mind timeframes and long-term objectives
Manage roles and responsibilities of personnel, debriefings and training requirements
Conducts risk analysis using project documentation, historical patterns, and forecasting insights
Liaises with external stakeholders to assess project status in terms of timelines and resources
Analyse the data integrating findings as a method to improve service provision identifying problems, underserved areas, or gaps in service and evaluate resource utilisation
Advises on budget, milestones, resource augmentation, stakeholder engagement
Finalises and manages project budget based on long-term objectives
Resolves project bottlenecks through relevant forums and stakeholders
Advise project manager on project procedures, resources optimisation, risk management tactics, and timelines
Advices on data collection and analysis, including innovations in data collection and communication and outreach plans
Ensure compliance with regulations and program guidelines set by the funding source.
Communicates project status and negotiates expectations of multiple stakeholders