Project Administrator (Fixed Term Contract) at AECI Limited

Job Purpose

• To provide professional project planning, scheduling, coordination, and administrative support services to ensure projects are executed efficiently, resources are effectively utilized, milestones are achieved, and project information is accurately maintained and communicated to stakeholders.

Key Accountabilities
Project Planning and Scheduling

• Develop, maintain, and update integrated project schedules.
• Establish project baselines and monitor schedule performance.
• Track project milestones, deliverables, and critical-path activities.
• Coordinate resource-loading and capacity planning activities.
• Identify schedule risks, delays, and constraints and recommend mitigation actions.
• Support shutdown, commissioning, and implementation planning activities.
• Ensure alignment between project objectives, work breakdown structures (WBS), and schedules.

 Project Coordination

• Coordinate activities across engineering, procurement, construction, and operational teams.
• Monitor progress against approved schedules and action plans.
• Facilitate project review meetings and planning sessions.
• Track action items and ensure timely close-out.
• Coordinate contractor and stakeholder interfaces to ensure schedule alignment.
• Assist project managers in managing multiple concurrent projects.

 Project Administration and Document Control

• Maintain project documentation and records.
• Manage project filing systems and document repositories.
• Control revisions of project documents and drawings.
• Maintain project registers, including risk, issue, change, and action registers.
• Ensure all project records are accurate, complete, and audit-ready.
• Support governance, compliance, and management of change (MOC) processes.

 Project Reporting and Performance Monitoring

• Prepare weekly and monthly project progress reports.
• Develop schedule performance metrics and dashboards.
• Analyse schedule variances and trends.
• Monitor project KPIs and provide performance insights.
• Prepare management presentations and project status updates.
• Communicate schedule changes, risks, and recovery plans to stakeholders

 Risk and Governance Support

• Monitor project risks and schedule impacts.
• Track mitigation actions and escalation requirements.
• Support compliance with governance frameworks and project management standards.
• Assist in project audits and assurance reviews.
• Ensure project controls processes are consistently applied.

 Stakeholder Management

• Act as the coordination point between project stakeholders.
• Ensure effective communication across project teams.
• Support project governance reviews and reporting requirements.
• Facilitate information sharing to ensure alignment on project priorities and schedules.
• Build strong working relationships with internal and external stakeholders.

 Knowledge Management

• Capture lessons learned and project close-out information.
• Maintain historical project data and schedule records.
• Support continuous improvement initiatives.
• Preserve project documentation for future reference and operational handover.

Minimum Qualifications

• Diploma in Project Management, Engineering, Construction Management, Business Administration, Supply Chain, or related field.
• Project Management certification (PMP, CAPM, PRINCE2, PMD Pro, or equivalent) advantageous.
• Primavera P6 or Microsoft Project certification advantageous

Experience

• Minimum 3–5 years' experience in project planning, scheduling, project controls, or project administration.
• Experience within mining, manufacturing, construction, industrial, engineering, or petrochemical environments.
• Experience with contractor coordination, project reporting, and document control.
• Experience supporting multiple projects simultaneously.

Knowledge and Skills
Technical Skills:

• Project Planning and Scheduling (Primavera P6 / MS Project)
• Schedule Development and Critical Path Analysis
• Resource Planning and Capacity Management
• Cost and Progress Tracking
• Project Controls and Reporting
• Risk and Change Management
• Document Control and Governance
• SAP or ERP Systems
• Advanced Microsoft Excel and Power BI
• Meeting Coordination and Project Administration

Professional Skills:

• Planning and Organising
• Analytical Thinking
• Attention to Detail
• Project Coordination
• Stakeholder Engagement
• Communication Skills
• Problem Solving
• Reporting and Presentation Skills
• Time Management
• Contractor Coordination

Key Performance Indicators (KPIs)

• Schedule adherence and milestone achievement.
• Timely issuance of project reports.
• Accuracy of project schedules and forecasts.
• Closure rate of project actions.
• Compliance with project governance requirements.
• Stakeholder satisfaction with planning and reporting support.
• Timely maintenance of project documentation and records.
• Successful delivery of projects within approved schedules

Working Conditions

• Office-based project work with regular plant/site visits for inspections and meetings
• May require participation in plant shutdowns, commissioning activities, and project implementation phases, which could include work outside of normal hours.

Competencies
Core Competencies:

• Safety Leadership
• Integrity and Compliance
• Accountability
• Collaboration
• Planning and Execution Excellence
• Continuous Improvement
• Customer and Stakeholder Focus
• Results Orientation