Project Secretary

Key Responsibilities:

·      Provide comprehensive secretarial and administrative support to the Project Manager and project team.

·      Coordinate the mobilization of staff to site, ensuring all required arrangements are completed prior deployment

·      Ensure PPE is issued in accordance with the site safety requirements before mobilization

·      Coordinate and schedule meetings, including preparing agendas and following up on action items.

·      Manage and maintain Share Point sites, libraries and document structures.

·      Liaise with internal departments, contractors, and vendors to support project activities.

·      Assist in the preparation of reports, presentations, and correspondence.

·      Monitor and update project schedules, logs, and trackers.

·      Maintain accurate records of issued and returned items for audit and control purposes.

·      Liaise with IT, HR, HSE and site teams to ensure smooth onboarding and offboarding processes

·      Arrange travel, accommodation, and logistics as needed for the project team.

·      Maintain office and pantry supplies, ensuring smooth day-to-day operations.

·      Coordinate with IT for technical issues, enhancements and system updates.

·      Arrange lunches or dinner as required, including coordination of venue, catering and logistics.

·      Maintain and ensure an accurate headcount to support planning for meetings, events and operational arrangements.

·      Complete and submit monthly manpower reports, ensuring accurate tracking of headcount, staff deployment and workforce movements.

. Support ad-hoc administrative tasks to ensure project efficiency