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 in line 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 visas, 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 #J-18808-Ljbffr
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 in line 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 visas, 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 #J-18808-Ljbffr
