Project Secretary

Project Secretary

Job Purpose

The Project Secretary is responsible for providing comprehensive administrative and secretarial support to the Project Team, ensuring smooth coordination of day-to-day project activities. The role manages correspondence, schedules meetings, organizes documentation, and maintains accurate records, while promoting compliance with Occupational Health & Safety, Environmental, Energy, and Quality standards.

Key Responsibilities

• Management Systems:
  • Awareness of Integrated Management Systems (Quality, Environment, Occupational Health & Safety, Responsible Care, and Energy Management Systems).
  • Comply with all relevant policies and procedures of Integrated Management Systems.
  • Ensure that HSEQ requirements are prioritized and actively implemented in day-to-day project activities.
• Adherence:
  • Awareness of quality requirements and compliance with all relevant policies and procedures.
  • Be fully aware of Project Information Manual (PIM) and its procedures, ensuring strict compliance.
• Meeting Coordination & Support:
  • Schedule and coordinate internal and external project meetings, including logistics, venue arrangements, calendar invites, and virtual meeting tools.
  • Prepare and distribute meeting agendas, minutes, and action item trackers in a timely and professional manner.
  • Follow up on action items with responsible parties to ensure timely closure and reporting to project leadership.
  • Maintain a centralized repository of meeting records for audit and reference purposes.
• Administrative & IT Support:
  • Provide comprehensive administrative support to the Project Management Team, including travel arrangements, expense claims, timesheet coordination, and procurement of office supplies.
  • Maintain updated contact lists, organizational charts, and project team rosters to support team coordination and communication.
  • Coordinate onboarding of new project team members, including access provisioning, documentation, and orientation logistics.
  • Manage secretarial tasks for the Project Team, ensuring timely handling of correspondence, filing, and document formatting.
  • Oversee the availability and maintenance of office resources such as stationery, printers, scanners, plotters, and IT equipment.
  • Support Project Team members with IT-related needs, including troubleshooting, coordination with IT support, and setup of online collaboration tools.
  • Administer tools required for online meetings and conference calls (e.g., Teams, Zoom), ensuring smooth connectivity and access.
  • Manage access rights to local servers, coordinating with IT and ensuring approvals are in place.
  • Conduct regular checks and cleanup of the Major Projects Execution Server (SharePoint and local servers), ensuring proper file structure, naming conventions, and archival practices.
• Compliance & Governance:
  • Ensure all administrative processes comply with project governance procedures, including signature matrices, approval workflows, and document control standards.
  • Maintain confidentiality and integrity of sensitive project information, ensuring secure handling and restricted access where required.
  • Support audit readiness by maintaining organized, traceable, and compliant records of administrative and project documentation.
• Coordination & Interface Management:
  • Act as the administrative coordination point between the Project Team and external stakeholders (contractors, vendors, consultants).
  • Liaise with HR, Finance, and IT departments to fulfill project-related administrative requirements and resolve cross-functional issues.
  • Support logistics for site visits, workshops, stakeholder engagements, and other project events, including travel, access permits, and hospitality arrangements.
• Continuous Improvement & Support:
  • Identify and implement opportunities to streamline administrative processes, improve documentation workflows, and enhance coordination efficiency.
  • Maintain and update administrative templates, checklists, trackers, and logs to support consistent and standardized project execution.
  • Provide backup support to other administrative roles during peak periods, absences, or special assignments to ensure continuity of operations.
  • Document and submit Lessons Learned in accordance with relevant procedures.

Requirements

• Bachelor's Degree (12+4 years).
• Minimum 7 years' relevant work experience, with at least 3-5 years in major projects.