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The IT Governance and Portfolio Management Unit (OIOD-GP) requires the services of a Project Assistant to aid OIOD-GP of the Office of Information Systems and Technology (OIST) in providing necessary administrative and events coordination support to ongoing OIST project/s.


The Project Assistant will report to the IT Specialist (Portfolio Management) and Senior IT Officer (Portfolio Management) and/or designated Project Manager/Project Administrator and will be required to assist one or more project team/s supported by OIOD-GP.


1. Act as the point-of-contact of the Project Team for general administrative and event coordination support

2. General Administrative Function:

  • Provide administrative and clerical support to the Project Manager, project members and vendor • Assist in document distribution, scanning, copying, uploading, etc.
  • Handle requests for information and data, seeking clearance from the project team as appropriate
  • Draft official memo and any formal communication
  • Assist in the preparation of general reports and correspondence
  • Coordinate setting up of accounts with vendors as needed (e.g. request for laptop and accounts for testing)
  • Administer contracts and payments
  • Coordinate vendor travel, accommodations, expenses and reimbursements

a. Event Coordination Function:

  • Maintain the project calendar (i.e. schedule of meeting, workshops and other events)
  • Coordinate meetings and appointments (schedule, agenda, invites, materials and logistics, equipment, etc.). Attend meetings, take attendance, assist in taking down meeting notes, and preparation of minutes.
  • Coordinate project activities, workshops and other events (e.g. schedule, agenda, invites, banners/directionals, food, materials, logistics, equipment, registration, etc.). Assist in onthe-day event coordination and facilitation as required.
  • Coordinate the production/compilation of documents and information materials required during meetings and events (e.g. handouts, references, program, registration sheets, name plates, presentation files, etc.)
  • Ensure service maintenance is promptly available as would be required for all equipment/services and facilities in and around the meeting/event rooms

b. Other duties that may be assigned as reflected in the incumbent’s work plan.


5 years of administrative experience, preferably in a multi-cultural/project implementation environment.

Technical Knowledge:

  • Computer proficiency in a Windows environment using MS Office (Excel, Word, PowerPoint) and Visio
  • Good communications skills – written, verbal and presentation
  • Good organizational skills
  • High level administration and report writing
  • Highly organized with the ability to prioritize workload and adjust to the needs of the service

People and Supervisory Skills

  • Good interpersonal skills and ability to work as part of a team
  • Ability to communicate effectively at a number of different levels and methods
  • Ability to work in a self-directed, fast-moving, results-oriented environment

Application of Technical Knowledge and Skills

  • Displays proficiency using standard office equipment (fax, photocopier, scanner, recorder) and office applications (MS Office)
  • Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

Client Orientation

  • Interacts professionally with clients and team members at all times
  • Promptly responds to requests with accuracy and courteous demeanor

Achieving Results and Problem Solving

  • Exhibits sound judgment and the ability to make reasonable decision in the absence of direction
  • Swiftly refers problems and/or issues to the appropriate person/s when necessary
  • Works effectively without constant and direct supervision
  • Demonstrates the ability to foresee problems and prevent them by taking proactive action
  • Demonstrates the ability to skillfully and promptly deal with difficult situations related to the performance of his/her roles and responsibilities

Working Together

  • Works as a competent member of the team
  • Willingly providing back-up support for team members when appropriate and actively supporting group goals

Communication and Knowledge Sharing

  • Produces well thought-out, professional correspondence free of grammatical and spelling errors
  • Uses high quality, professional written and oral skills to project a positive image of the business
  • Speaks with confidence using clear, concise sentences and is easily understood

Innovation and Change

  • Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs
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