Project Support Officer

About ARCH

ARCH is a social impact business that originates opportunities for the private & public sectors to create economic advancement for the communities in which they operate. Together with our clients and partners, we develop local projects to respond to national challenges in order to create meaningful impact for people, places and communities.

ARCH is also a leading multi-SETA (Sector Education Training Authority) and QCTO (Quality Council for Trades and Occupations) provider of education and training programmes, accredited to design, develop and deliver training, skills and learning programmes. ARCH also provides industry specific consulting services in the areas of training and development, process improvement and systems development.

Purpose of the role

The Project Support Officer is responsible for providing administrative, coordination, and operational support to project teams to ensure the successful planning, execution, monitoring, and delivery of projects. The role assists with maintaining project documentation, tracking progress, managing communications, coordinating meetings and resources, and ensuring compliance with organizational processes and reporting requirements.

Responsibilities

1. Administrative & Coordination Support

Provide day-to-day administrative support to the project team

Schedule meetings, prepare agendas, and take minutes

Coordinate communication between stakeholders, facilitators, and partners

Manage calendars, travel arrangements, and logistics

2. Document & Information Management

Maintain proper filing systems (both physical and electronic)

Ensure all project documents (reports, registers, plans, contracts) are up to date and easily accessible

Support version control and compliance with organisational standards

Track submission of key documents (e.g. reports, attendance registers, assessments)

3. Monitoring & Reporting Support

Assist in collecting and consolidating project data

Support preparation of weekly, monthly, and quarterly reports

Track progress against project plans, targets, and KPIs

Flag delays, risks, or inconsistencies to the Project Coordinator/Manager

4. Financial & Procurement Support

Assist with budget tracking and expenditure monitoring

Process invoices, purchase orders, and payment requests

Support procurement processes (quotes, supplier coordination)

Maintain accurate financial records aligned with project budgets

5. Stakeholder & Communication Support

Liaise with internal teams, service providers, and external stakeholders

Support coordination of events, workshops, and site visits

Ensure consistent communication and follow-ups with stakeholders

Help prepare presentations, briefs, and communication materials

6. Logistics & Operational Support

Coordinate training sessions, workshops, and programme activities

Ensure venues, materials, and equipment are prepared in advance

Support travel and accommodation logistics for staff or participants

Troubleshoot day-to-day operational challenges

7. Compliance & Quality Assurance

Ensure project activities align with organisational policies and donor requirements

Support audits and quality assurance processes

Track compliance documentation (e.g. consent forms, attendance, assessments)

Maintain confidentiality and data protection standards

8. General Project Support

Provide support to the Project Coordinator/Manager as needed

Assist with planning and implementation of project activities

Take initiative in identifying gaps and improving processes

Support team cohesion and smooth workflow

A relevant Bachelor’s degree in Project Management or related field

A minimum of 3 years’ experience as a Project Support Officer

Experience supporting multiple projects simultaneously

Experience with project reporting, scheduling, and document management

Exposure to PMO (Project Management Office) environments is advantageous

Demonstrated ability to communicate, present and influence credibly and effectively at all levels of the organisation

Excellent knowledge of MS Suite

Knowledge of MS Projects will be an advantage

Excellent planning and time management skills

Ability to work effectively as part of a team

Initiative to work with minimum supervision

Market Related

Interested candidates to please email CVs to ***email_hidden*** by 22 May 2026.

*if you have not been contacted within two weeks, please consider your application unsuccessful.