Project Admin Officer

Posted 5 months ago


To assist the Snr Project Planner and the project team in coordinating and managing project schedules and assignments and schedule meetings and keeping records of decisions that are adopted.


  • Scheduling regular meetings and recording decisions (e.g. assigned tasks and next steps)
  • Breaking projects into doable tasks and setting timeframes
  • Creating and updating workflows.
  •  Coordinate project activities, including simple tasks and larger plans.
  • Manage schedules, arrange assignments and communicate progress to all team members.
  •  Prepare action plans, analyzing risks and opportunities and gathering necessary resources.
  • Work with a team of Project Managers, Site Agent and Project Coordinators, ensuring that there is good communication and collaboration of activities across all teams.
  •  Ensure that projects meet quality standards and are completed on time and within budget.
  • Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
  • Break projects into doable tasks and set timeframes and goals
  • Create and update workflows
  • Conduct risk analyses.
  • Prepare and provide documentation to internal teams and key stakeholders
  • Order resources, like equipment and software
  • Retrieve necessary information (e.g. user/client requirements and relevant case studies)
  • Track expenses and predict future costs
  • Monitor project progress and address potential issues
  • Coordinate quality controls to ensure deliverables meet requirements
  • Measure and report on project performance
  • Act as the point of contact for all managers and stakeholders.
  • Collate and submit timesheets to Head Office on weekly basis.
  • Be liaison officer between site management and Head Office


  • National Diploma in Administration or related field.
  • Work experience as a Project Administrator or similar role
  • Hands-on experience with flowcharts, technical documentation and schedules
  • Knowledge of project management software (Microsoft Project)
  • Solid organization and time-management skills
  • PMP / PRINCE2 certification is an advantage.


  • Multitasking
  • Effective Communication skills
  • Knowledge of and Proficient with project management software
  • Good Interpersonal Skills
  •  Record Keeping
  • Attention to detail
  • Solid organisation and time management skills


If you are not contacted as a short listed candidate within 4 weeks of the closing date, please consider your application as being unsuccessful. 

Candidates are invited to submit a CV together with copies of certificates/driver’s licence (no original certificates). Applications that are received without copies of required documentation will not be considered. 

Closing Date: 8th March 2024

Advert Reference No: KC-PAO

Completed applications can be hand- delivered or e-mailed to the recruitment email address below by the indicated closing date.

To : SA.recruitment@khatocivils.comor

Khato Civils is an equal opportunities employer. We are determined that no job applicant or employee receives less favourable treatment on the grounds of sex, pregnancy or maternity, gender re-assignment, sexual orientation, religion or belief, marriage or civil partnership, age, race or disability.

Job Features

Occupational levelSkilled
Closing DateClosing Date
Applications must be sent toemail
Work TypePermanent

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