{"id":4283194,"url":"https://alion.io/job/genesis-analytics-project-and-operations-administrator","title":"Project and Operations Administrator","company":{"id":2868073,"name":"Genesis Analytics","domain":"genesis-analytics.com","url":"https://alion.io/company/genesis-analytics","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"contractor","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Johannesburg, South Africa"],"countries":["ZA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Docs","optional":false},{"name":"Google Workspace","optional":false}],"status":"live","first_seen_at":"2026-11-13T21:00:29Z","employer_posted_date":"2026-11-13","last_verified_at":"2026-11-13T21:00:29Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"ROLE DESCRIPTION:\nThe Project Operations Administrator provides administrative and logistical support to the Programme and Operations Management (POM) team across projects, travel, frameworks and GENIE Base.\nThe 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.\nThe role reports to the Global Travel Manager and Assistant Project Manager, and refers matters requiring approval or further guidance to the appropriate Project Manager.\nKEY RESPONSIBILITIES:\nTravel and duty of care administration\nReceive 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.\nRequest and collate quotations from approved travel providers for review and approval.\nAssist with arranging flights, accommodation, transfers and other travel services once the required information and approvals are in place, monitoring requests through to booking confirmation.\nCollect and check duty of care forms and supporting documentation for completeness, referring gaps or concerns to the responsible team member.\nCoordinate travel insurance registration by submitting the required traveller details and travel information through approved internal and duty of care processes.\nTrack insurance declarations and confirmations, follow up on outstanding items, and maintain accurate traveller records and emergency contact information to support travel risk monitoring.\nEscalate missing insurance confirmations, travel alerts, itinerary changes, and potential duty of care concerns to the Global Travel Manager or relevant responsible person.\nShare approved itineraries, booking confirmations and relevant travel information with travellers.\nMaintain accurate travel trackers and supporting records of quotations, approvals, bookings, changes, cancellations and approved policy exceptions.\nAssist with compiling routine travel reports and expenditure information to support compliance monitoring and management oversight.\nLiaise 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.\nRecord recurring supplier service issues and escalate unresolved matters to the Global Travel Manager.\nMonitor unused tickets and follow up on their use or recovery in accordance with approved processes.\nAssist with visa documentation and other travel administration where required.\nMonitor adherence to established travel policies and procedures, refer non-compliant requests for review, and communicate approved procedures and routine guidance to staff and travellers.\nGENIE Base administration:\nAssist experts and internal users with routine registration, document upload and profile update queries.\nCheck submissions for administrative completeness and follow up on missing information.\nMaintain accurate records and track the progress of registrations, contracting requests and amendments.\nAssist with routine notifications, reminders and user guidance.\nRefer technical issues, policy questions and approval requests to the appropriate team member.\nInvoice support and project administration:\nProvide general administrative and operational support to the POM team, including research, information gathering and data capture.\nAssist with coordinating administrative processes across POM workstreams, monitoring deadlines and deliverables, and proactively following up on outstanding tasks.\nSupport effective knowledge management by keeping project information, documentation, shared folders, contact lists, administrative trackers and supporting records organised, accurate, accessible and up to date.\nCoordinate meeting logistics, including scheduling, room bookings, virtual meeting links, circulating agendas and supporting documentation, and taking meeting notes where required.\nSupport 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.\nMaintain participant lists, attendance records, travel schedules and event documentation, and confirm arrangements with suppliers ahead of scheduled activities.\nCollect invoices and supporting documentation, verify project codes and references, and obtain the required approvals and signatures before submission for processing.\nReview travel invoices against booking confirmations and approved quotations, assist with reconciling travel transactions, identify discrepancies and maintain accurate expenditure records.\nLoad invoices and assist with requisitions and purchase orders on the relevant systems, following established processes and tracking submissions through to completion.\nPrepare routine correspondence and documents, ensuring formatting follows Genesis branding guidance.\nMaintain consultant rosters, CVs, contact details and availability records.\nAssist with collecting documents required for consultant onboarding, contracting and project mobilisation.\nFrameworks administration:\nUpdate trackers for assignments, submissions, contracts and administrative deadlines.\nSupport the preparation and collation of standard documents using approved templates.\nFollow up on outstanding information and flag approaching deadlines to the responsible team member.;\nRequirements\nEDUCATION, KNOWLEDGE, SKILLS AND EXPERIENCE:\nRelevant experience in administration, operational support, travel coordination or a related field.\nPrevious experience in corporate travel administration or working with travel management companies would be advantageous.\nWorking 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.\nExperience using online booking platforms, travel administration systems, financial systems and digital workflow tools.\nBasic numeracy skills and experience processing invoices, reconciling supporting documentation and working with purchase orders.\nStrong organisational skills and attention to detail, with the ability to prioritise competing tasks, maintain accurate records and follow up consistently across several workstreams.\nClear written and verbal communication skills, with the ability to work collaboratively with colleagues, consultants and service providers across different locations.\nAbility to learn and follow established processes and manage routine administrative tasks independently, accurately and efficiently.\nAbility to handle personal, travel and financial information confidentially.\nA responsive, practical approach to resolving routine queries, with sound judgement about when to seek guidance or escalate complex matters.\nExperience working in a professional services, 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