Project Administrator

The Universal Service Fund (USF), an Agency of the Ministry of Science, Energy & Technology, is seeking a dynamic and detail-oriented individual to join our Projects Department as a Project Administrator.

In this role, you will coordinate a range of support functions to ensure the efficient and effective execution of our project management administration. You will provide daily administrative support to the Director of Projects and the wider Project Team, maintaining project documentation, coordinating meetings, producing project reports, preparing presentations, planning team events, and more.

Core Responsibilities

• Receive and process project proposals, forwarding them to Project Officers for technical evaluation.
• Handle reports from broadband users regarding service concerns.
• Assist in identifying and solving administrative problems, and support project planning, development, and execution of goals and objectives.
• Provide administrative management and technical expertise in implementing and monitoring all project activities.
• Track project deliverables and timelines, ensuring timely completion and dissemination of reports.
• Update the Project Portal with accurate project particulars for electronic access.
• Monitor matters for the Director, Project Manager, and Project Officers, ensuring they are pursued to finality and appraising the Director of results.
• Manage and coordinate meetings, workshops, seminars, and other activities organized by the Projects Department.
• Ensure proper and effective office management.
• Participate in team meetings, capturing and completing next steps and action items.
• Support the development of presentations, reports, contracts, and other written documentation.
• Prepare and proofread correspondence, including reports, templates, training materials, staff manuals, memoranda, and documents.
• Prepare documentation for consideration by the Projects Committee.
• Prepare monthly performance and statistical project reports.
• Conduct research on subject areas as directed by the Director to support decision-making.
• Process and prepare monthly payment requests for USF-funded broadband/internet services and related invoices.
• Maintain accurate and up-to-date filing systems for project documents.
• Provide communication support to ensure timely support for project activities.
• Handle inquiries, mail distribution, courier, petty cash, reception, and other duties.
• Manage calendars and arrange appointments for the Director.
• Monitor and replenish office supplies as required.
• Ensure the project team is aware of the Fund’s policies, procedures, and regulations.
• Monitor work plans and itineraries for the project team, reporting on staff-related issues.

Applicant Must Have

• Bachelor’s degree in Business Administration or equivalent
• PMI Certification
• Minimum of three (3) years of experience in similar project management roles
• Knowledge of Budget Preparation, Contract Management, and Tender Management
• Working knowledge of Government of Jamaica Electronic Procurement (GOJEP)