Project Admin Officer

4 weeks ago

Pasig, Philippines SMEC Full time

Job title and company

Project Admin Officer – SMEC

Location: Pasig, National Capital Region, Philippines

Overview

Role responsibilities include providing administrative support for project operations, coordinating meetings and travel, supporting procurement and asset tracking, and ensuring health, safety and team welfare in office and field activities.

Responsibilities
  • 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.
  • Hands-on experience 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 developing and maintaining filing systems, including both digital and hardcopy records.
  • Experience 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 Business Administration, Public Administration, Office Management, Management, Communication, or other relevant fields (or equivalent).

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
  • Proficient in English, both oral and written; ability to draft professional correspondence, minutes, and reports in English
Competencies
  • Organizational skills
  • Communication (Oral & Written)
  • Attention to Detail
  • Planning and Coordination
  • Problem Solving and Adaptability
  • Knowledge and Administrative Systems
  • Teamwork and Interpersonal Relations
  • Logical Thinking
  • Decision-Making
  • Confidentiality and Professional Integrity
Personal Drivers
  • Commitment to Service Excellence
  • Sense of Responsibility and Accountability
  • Proactive and Results-Oriented Mindset
  • Integrity and Confidentiality
  • Builds trust with colleagues and clients through consistent professionalism
Employment details
  • Seniority level: Mid-Senior level
  • Employment type: Full-time
  • Job function: Project Management and Information Technology

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