Project Administrator

Full-time (37.5 hours). 30 hours per week would be considered.

2 days per week minimum based in the Southampton office

£25,000 PA

Start date: ASAP

Flowminder is a Swedish non-profit foundation with two branch offices, in the UK and Switzerland respectively. Using mobile operator, geospatial and survey data, our focus is on improving the wellbeing of vulnerable populations in low- and middle-income countries, at scale. Using big data innovation, we provide information and capacity strengthening to governments, mobile network operators, national and international agencies and researchers in those countries for humanitarian and development purposes.

The Project Administrator will play a pivotal role in supporting our Project Management Office (PMO) and broader team. This new position will support the smooth and efficient delivery of multiple projects across their lifecycle by providing administrative, operational, and logistical support.

Key Responsibilities

Project support and coordination

• Provide hands-on support to Project Managers in the coordination of project activities across multiple projects
• Provide administrative support to business development and marketing, including tracking new opportunities, taking meeting minutes and following up on actions.
• Monitor external channels for funding opportunities
• Support with maintaining accurate and up-to-date project documentation, including project plans, status reports, schedules, and key deliverables.
• Take internal and external project meeting minutes and ensure timely follow-up on action items and deliverables.
• Assist with resource tracking across projects
• Support risk and dependency management activities and help to track and coordinate actions.
• Assist with recruitment as required

System and process administration

• Provide administrative support for the use and maintenance of our project management tools and software (such as Asana).
• Provide training and support to project teams on project management systems
• Contribute to the development and refinement of PMO processes and templates
• Assist in the implementation of new systems or tools within the PMO to improve project tracking, resource management, and reporting.

Travel Administration

• Support the team to plan and book travel, ensuring travel happens inline with organisational policies. This includes;
  • Risk assessment for travel
  • Confirming travel insurance
  • Travel planning, including managing logistics and bookings, training requirements, documentation requirements such as visa’s, and all related arrangements
  • Travel health and safety
  • Ensuring communications plans are in place
  • Working with travellers to confirm the pre-travel checklist
• Administer the travel booking platform, TravelPerk, and support the team to use the platform for booking requests.

Office working administration

• Support those working in the Southampton office
• Serve as the primary point of contact for managing the Southampton office, working closely with the external office managers
• Welcome and provide support to visitors, ensuring a positive and professional office experience.
• Manage the booking of office meeting rooms, report issues, and suggest improvements to enhance the working environment.
• Oversee office supply management.
• Support with diary management.
• Event management for staff gatherings, including booking of rooms, venues and catering.
• Purchase office supplies and furniture as required, including for remote workers (not IT equipment)
• Arrange for the collection and delivery of documents, domestic and international, where required
• Other general administrative tasks as required, such as translating documents via DeepL, converting documents into pdf etc.

Knowledge sharing & training support

• Assist with the onboarding of new project team members, ensuring they are familiar with PMO tools, systems, and best practices.
• Support with the sharing of knowledge and lessons learned across teams to continuously improve project delivery.
• Help organise and support events, training sessions and workshops (internal and external).

Key skills & qualifications

Experience

• At least 2-3 years of experience in project coordination, administration, or a support role, ideally in a project-based organisation

Skills

• Fluency in English; proficiency in French is highly desirable.
• Strong organisational skills, with the ability to manage multiple tasks and prioritise effectively.
• Excellent communication skills, both written and verbal, with the ability to coordinate, report, and engage a variety of stakeholders.
• Proficiency with Google Workspace (Docs, Sheets, Slides, Gmail)
• Strong attention to detail and accuracy, particularly in documentation and reporting.
• Effective communication, negotiation, and relationship-building skills.

Personal attributes

• A proactive, collaborative team player with a positive attitude and the ability to adjust to dynamic team needs and shifting priorities.
• Strong sense of professionalism and discretion.
• A self-starter with the ability to “make things happen,” demonstrating initiative and problem-solving capabilities.

Benefits

• 37.5 hours per week, with flexible working hours
• Hybrid model of working – minimum 2 days a week in the Southampton office
• 28 days annual leave plus Bank Holidays (pro rata for part time)
• Up to 20 days paid sick leave in any 12-month period (pro rata for part time)
• Company pension scheme with a 5% employer contribution
• Access to the organisation’s Employee Assistance Programme (EAP)
• Opportunity to join a dynamic, flexible and supportive environment
• Professional development opportunities within the organisation