ROLE DESCRIPTION:
The Project Operations Administrator provides administrative and logistical support to the Programme and Operations Management (POM) team across projects, travel, frameworks and GENIE Base.
The role is responsible for travel administration, including booking arrangements, duty of care documentation and processes, and the loading and tracking of invoices. It supports the smooth running of day-to-day operations by maintaining accurate records and communication, following up on outstanding information, and completing administrative tasks within agreed timelines.
The role reports to the Global Travel Manager and Assistant Project Manager, and refers matters requiring approval or further guidance to the appropriate Project Manager.
KEY RESPONSIBILITIES:
Travel and duty of care administration
- Receive and process travel requests through approved channels and systems, confirming dates, destinations, accommodation and transfer needs, and obtaining outstanding information from travellers, Project Assistants and Project Managers.
- Request and collate quotations from approved travel providers for review and approval.
- Assist with arranging flights, accommodation, transfers and other travel services once the required information and approvals are in place, monitoring requests through to booking confirmation.
- Collect and check duty of care forms and supporting documentation for completeness, referring gaps or concerns to the responsible team member.
- Coordinate travel insurance registration by submitting the required traveller details and travel information through approved internal and duty of care processes.
- Track insurance declarations and confirmations, follow up on outstanding items, and maintain accurate traveller records and emergency contact information to support travel risk monitoring.
- Escalate missing insurance confirmations, travel alerts, itinerary changes, and potential duty of care concerns to the Global Travel Manager or relevant responsible person.
- Share approved itineraries, booking confirmations and relevant travel information with travellers.
- Maintain accurate travel trackers and supporting records of quotations, approvals, bookings, changes, cancellations and approved policy exceptions.
- Assist with compiling routine travel reports and expenditure information to support compliance monitoring and management oversight.
- Liaise with appointed travel management companies and suppliers on booking enquiries, amendments, cancellations and service requests, following up on outstanding confirmations, invoices, refunds, credits and booking discrepancies within agreed turnaround times.
- Record recurring supplier service issues and escalate unresolved matters to the Global Travel Manager.
- Monitor unused tickets and follow up on their use or recovery in accordance with approved processes.
- Assist with visa documentation and other travel administration where required.
- Monitor adherence to established travel policies and procedures, refer non-compliant requests for review, and communicate approved procedures and routine guidance to staff and travellers.
GENIE Base administration:
- Assist experts and internal users with routine registration, document upload and profile update queries.
- Check submissions for administrative completeness and follow up on missing information.
- Maintain accurate records and track the progress of registrations, contracting requests and amendments.
- Assist with routine notifications, reminders and user guidance.
- Refer technical issues, policy questions and approval requests to the appropriate team member.
Invoice support and project administration:
- Provide general administrative and operational support to the POM team, including research, information gathering and data capture.
- Assist with coordinating administrative processes across POM workstreams, monitoring deadlines and deliverables, and proactively following up on outstanding tasks.
- Support effective knowledge management by keeping project information, documentation, shared folders, contact lists, administrative trackers and supporting records organised, accurate, accessible and up to date.
- Coordinate meeting logistics, including scheduling, room bookings, virtual meeting links, circulating agendas and supporting documentation, and taking meeting notes where required.
- Support domestic and international workshop and event logistics, including venue sourcing and quotations, attendee coordination, participant travel, accommodation, ground transportation, catering and the preparation of materials.
- Maintain participant lists, attendance records, travel schedules and event documentation, and confirm arrangements with suppliers ahead of scheduled activities.
- Collect invoices and supporting documentation, verify project codes and references, and obtain the required approvals and signatures before submission for processing.
- Review travel invoices against booking confirmations and approved quotations, assist with reconciling travel transactions, identify discrepancies and maintain accurate expenditure records.
- Load invoices and assist with requisitions and purchase orders on the relevant systems, following established processes and tracking submissions through to completion.
- Prepare routine correspondence and documents, ensuring formatting follows Genesis branding guidance.
- Maintain consultant rosters, CVs, contact details and availability records.
- Assist with collecting documents required for consultant onboarding, contracting and project mobilisation.
Frameworks administration:
- Update trackers for assignments, submissions, contracts and administrative deadlines.
- Support the preparation and collation of standard documents using approved templates.
- Follow up on outstanding information and flag approaching deadlines to the responsible team member.;
Requirements
EDUCATION, KNOWLEDGE, SKILLS AND EXPERIENCE:
- Relevant experience in administration, operational support, travel coordination or a related field.
- Previous experience in corporate travel administration or working with travel management companies would be advantageous.
- Working knowledge of Google Workspace (including Google Docs, Sheets and Drive), online forms and administrative systems, with the ability to learn and adapt to new platforms.
- Experience using online booking platforms, travel administration systems, financial systems and digital workflow tools.
- Basic numeracy skills and experience processing invoices, reconciling supporting documentation and working with purchase orders.
- Strong organisational skills and attention to detail, with the ability to prioritise competing tasks, maintain accurate records and follow up consistently across several workstreams.
- Clear written and verbal communication skills, with the ability to work collaboratively with colleagues, consultants and service providers across different locations.
- Ability to learn and follow established processes and manage routine administrative tasks independently, accurately and efficiently.
- Ability to handle personal, travel and financial information confidentially.
- A responsive, practical approach to resolving routine queries, with sound judgement about when to seek guidance or escalate complex matters.
- Experience working in a professional services, consulting or project-based environment would be advantageous.