About the Role
The Administration Officer will provide administrative, logistical, and organisational support to ensure smooth delivery of the EU-funded action in compliance with SCAPNG procedures and EU requirements.
Duty Station and Duration
• Duty Station: Port Moresby, Papua New Guinea
• Contract Duration: 18 months (01 February 2026 – 31 July 2027)
• Contract Type: Fixed-term employment linked to EU project funding
Reporting Lines
• Reports to: Project Manager (Individual Consultant)
• Secondary reporting: Director, SCAPNG
Scope of Work and Responsibilities
Administrative Support
• Provide day-to-day administrative support to project staff
• Manage correspondence, filing, and document control
• Maintain organised project and personnel files
Logistics and Coordination
• Support procurement, travel, and logistics in line with EU and SCAPNG rules
• Organise meetings, trainings, and project events
Compliance and Reporting Support
• Support preparation of reports, audits, and monitoring missions
• Ensure administrative documentation is complete and audit-ready
Deliverables
• Well-maintained administrative and filing systems
• Timely logistical and administrative support to project activities
• Complete and organised documentation for audits
Key Performance Indicators (KPIs)
Performance shall be reviewed bi-annually against the following KPIs:
Administrative Efficiency - Timely and accurate administrative support
Documentation Quality - Complete, organised, and audit-ready files
Compliance - Adherence to SCAPNG and EU administrative procedures
Team Support - Positive feedback from project staff and management
Requirements
Required Qualifications and Experience
· Diploma or Bachelor’s degree in administration, business management, or related field
· Minimum 3–5 years’ experience in administrative support roles
· Experience with donor-funded or EU-funded projects is an advantage
· Strong organisational and communication skills
Competencies
· Attention to detail and reliability
· Ability to manage multiple tasks and meet deadlines
· Professional ethics and confidentiality
· Team-oriented approach This Terms of Reference forms an integral supporting document for EU-funded project files and audits.
About the Position
The Specialty Coffee Association of PNG Inc. (SCAPNG) is implementing an EU-funded action under:
• Lot 2: Women’s Economic Empowerment and Leadership
• Title of the Action: Skills Development and Capacity Building for Women Entrepreneurs in Specialty Coffee
The action requires strong financial management and budget control in compliance with European Union grant contract rules.