Project Support and General Administrator - Transport - (ADM-L5.7) at Zutari

Role Responsibilities

• Establishing and maintaining effective internal communication processes that ensure the flow of relevant information.
• Full administrative support including calendar management, global travel and accommodation, etc.
• Maintaining excellent relationships with external/internal clients.
• General Unit related administration (incl. printing and collating documents, issuing of information, maintaining registers).
• Creating & preparing documents for online signatures.
• Vendor Management System (capturing) - preparing documents and registering new vendors linked to projects.
• People related Staff support (training application forms, Certifications, etc.)
• Assisting with Expense claims.
• Updating and retrieving CVs, Professional Registrations, Qualifications, Reference Letters and Company Documents for tender requests and tender compilation (coordinating updates where required).
• Changing of staff documentation with employer, e.g., changing site staff, site benefit agreements, processing.
• Retrieving information from procurement websites where tenders and information is advertised and making relevant units aware of the opportunities.
• Preparation of tenders and proposals and completion of tender returnable.
• Championing ISO 9001 standards and providing exceptional HSE support.
• Compilation of minutes of meetings where requested.
• Supporting and Assisting project registration and management on Vantagepoint
• Attending to project administrative assistance housekeeping of project and admin folders / including Proposal and Project Folders on Zugle / SharePoint.
• Documentation control: Open SharePoint Folders and add team members.
• Assisting with organising yearly medical fitness assessments where necessary.
• Organising advance claims from creditors and process recons for office events/ arrange functions farewells.
• Completion of Client Vendor Registration Forms.

Minimum Requirements

• Minimum of 10 years of relevant experience in similar role
• A strong background in office support and assisting in administering projects.
• High levels of proficiency in Microsoft PowerPoint, Excel, Word and other business communication tools
• A strong interest in working on innovative and complex projects.
• Certificate in project management or office management will be an added advantage

Essential Attributes

• Strategic mindset with pro-active and anticipatory approach to project and general administrative support
• Highly organised with strong attention to detail
• Ability to manage multiple priorities under pressure
• Adaptability and flexibility to work across time zones, and occasionally outside standard business hours