Job Description
Key Responsibilities
A. Project Administration & Office Support
Provide day‑to‑day administrative support to the CSC Team Leader and project specialists.
Maintain organized filing systems (electronic and hard copy) for project documentation, correspondence, reports, and approvals.
Assist in document control, version tracking, and distribution of project documents in accordance with project protocols.
Manage incoming and outgoing correspondence between PMU/PPL, contractors, consultants, ADB, AIFFP, DFAT, and other stakeholders.
Maintain records of correspondence, approvals, instructions, and contractual communications as required under the TOR.
B. Reporting & Documentation Support
Assist the project team in the preparation, compilation, formatting, and submission of: Inception Reports Quarterly Progress Reports Semi‑Annual Safeguards Monitoring Reports Withdrawal Application supporting documents Interim and Project Completion Reports
Track reporting schedules and submission deadlines and notify the team of upcoming deliverables.
Support compilation of inputs from technical, safeguards, financial, and gender specialists into consolidated reports.
C. Meeting & Logistics Coordination
Arrange and coordinate project meetings, site meetings, workshops, and training sessions, including: Meeting scheduling Preparation and circulation of agendas Taking and distributing meeting minutes and action lists
Coordinate logistics for workshops, training, and stakeholder consultations (venue, attendance lists, materials).
Support logistics for ADB, AIFFP, DFAT, or government missions, including document preparation and coordination support.
D. Financial and Contract Administration Support
Assist the PMU Manager and Financial Specialist with administrative support related to: Processing contractor invoices and payment documentation Tracking claims, variation orders, and approval status Maintaining disbursement and payment records
Assist in maintaining project budgets, financial trackers, and disbursement schedules as directed.
E. Stakeholder & Safeguards Support
Provide administrative support to social, environmental, and gender specialists, including: Organizing consultation meetings and disclosure activities Assisting with documentation for grievances, consultations, and training activities
Maintain registers related to grievances, consultations, training participation, and stakeholder engagement activities.
Assist with implementation of communication and visibility requirements, including DFAT visibility documentation where required.
F. Coordination & General Support
Support coordination between CSC international experts, national specialists, PMU/PPL staff, and contractors.
Assist in tracking action items arising from meetings and follow‑up on administrative actions.
Perform other reasonable administrative and coordination tasks as requested by the CSC Team Leader or PMU Manager in support of project implementation.
Key Performance Indicators
Timely and accurate administrative support to the CSC and PMU.
Well‑maintained project records and correspondence registers.
On‑time coordination and support for reports, meetings, and missions.
Effective logistical and organizational support to project activities.
Positive feedback from CSC Team Leader, PMU, and project stakeholders.
Key Qualifications, Knowledge, Skills & Experience
Diploma or Bachelor’s degree in Business Administration, Project Management, or a related field.
Minimum 3–5 years’ experience providing administrative or project support on infrastructure or donor‑funded projects.
Experience working with government agencies, utilities, consultants, or donor‑funded projects is an advantage.
Strong organizational, documentation, and record‑keeping skills.
Proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams).
Strong written and verbal communication skills.
Ability to work in a multidisciplinary team environment and manage multiple tasks simultaneously.
Experience in Papua New Guinea project environments is an advantage.
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!