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Project administrator (Opertations Support)

Job Profile

Mott MacDonald has been appointed by the UK Department of Health as the Management Agent for the Fleming Fund Grants Programme. Following an extensive design phase, the Fleming Fund is entering the implementation phase of the project. We are operating with a head office in London, UK and four Regional Hubs in Accra, Ghana; Dar es Salaam, Tanzania; Delhi, India; and Bangkok, Thailand. Mott MacDonald is seeking to recruit qualified individuals to support the roll-out of the programme. Applicants will join a multidisciplinary team of technical and grant programme management experts.

Mott MacDonald is a global engineering and development consultancy committed to improving people’s lives through creating and delivering tailored development solutions.

The International Health Division works in developing countries to alleviate poverty, establish good governance, and increase access, capacity and resilience in healthcare, education, water, sanitation, transportation, infrastructure and renewable energy – while safeguarding the environment and promoting human rights and gender equity.

As an employee-owned company, Mott MacDonald has the freedom and independence of mind to find new ways to enhance human well-being and foster social and economic development through connected thinking.


We are an equal opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture.

Job Description

As Regional Project Administrator, your responsibilities will include:
Organising travel arrangements (flight, accommodation, local travel etc) for staff and consultants.
Liaising with the relevant internal Mott MacDonald travel vendors.
Completing appropriate e-Forms for travel and invoice processing, as required by the internal Business Management System (BMS).
Preparing and submitting visa applications.
Assisting with and organising passport/second passport renewals where appropriate.
Supporting with the formatting, photocopying, production, and distribution of documents.
Preparing presentation for meetings, and taking minutes if requested.
Organising logistics for external meetings and workshop (including catering and venue hiring) with stakeholders and client’s representatives.
Maintaining up-to-date project files (paper and electronic) as indicated by the Regional Project Manager.
Using Office 365 and Office Project Sites on a daily-basis.
Reviewing and processing consultant/vendor invoices for payments.
Checking and processing staff members expense claims.
Seeking adequate approvals from relevant staff members for invoice and expense claim payments.
Travelling to Fleming Fund countries may be required for this position.

Candidate Specification

  • Secondary school diploma or equivalent
  • experience working in a project administrator role
  • Experience in making travel arrangements
  • Proficient in MS packages, particularly Word, Excel and Power Point
  • Proficient in using Outlook inbox and calendars
  • Full attention to details and accuracy
  • Flexibility and team- working skills
  • Excellent communication and interpersonal skills
  • Ability to plan and organise work
  • Good numeracy skills
  • Patience and ability to remain calm under pressure
  • Proficiency in English
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