Project Administrator [South Africa]


 
JOB DESCRIPTION:

Job Title: Project Administrator

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Employment Type: Contract role (Renewable)
Work Location: Johannesburg



KEY ACCOUNTABILITIES:


Accountability 1: Programme Support Activities
  • Develop positive relationships with Programme Managers and Delivery Assurance Manager to enable the Programme Excellence CoE by providing support through facilitation, tracking, and reporting on programmes, and training.
  • Share lessons learned and best practices across programmes, building relationships with stakeholders and brokering relationships at all levels.
  • Understand the deliverables of internal and external programme customers and contribute to success through cooperative and collegial processes.
  • Manage communication between Delivery Assurance Manager, Programme Managers, Head: Programme Excellence and senior programme stakeholders.
  • Assist Head: Programme Excellence and Programme Managers with meeting setups, liaising with senior executives and their PAs.
  • Tracking of Programme Finances on SAP, against Business Case and Integrated Programme Schedule.
  • Raising burn rate risks to Programme Manager.
  • End to end responsibility of all programme invoice payments and invoice tracking.
  • Must ensure receipt of Revised Financial Forecasts from Programme Manager and ensure revised Programme Schedules align.
  • Tracking and updating of Programme RAID Log.
  • Assisting Programme Manager with development of Steerco and Working Group packs.
  • Responsible for onboarding and offboarding of programme resources where applicable, including ordering of assets and software were required, and return of assets to IT.

Accountability 2: Programme Support Activities
  • Develop positive relationships with Programme Managers and Delivery Assurance Manager to enable the Programme Excellence CoE by providing support through facilitation, tracking, and reporting on programmes, and training.
  • Share lessons learned and best practices across programmes, building relationships with stakeholders and brokering relationships at all levels.
  • Understand the deliverables of internal and external programme customers and contribute to success through cooperative and collegial processes
  • Manage communication between Delivery Assurance Manager, Programme Managers, Head: Programme Excellence and senior programme stakeholders.
  • Assist Head: Programme Excellence and Programme Managers with meeting setups, liaising with senior executives and their PAs.
  • Tracking of Programme Finances on SAP, against Business Case and Integrated Programme Schedule.
  • Raising burn rate risks to Programme Manager.
  • End to end responsibility of all programme invoice payments and invoice tracking.
  • Must ensure receipt of Revised Financial Forecasts from Programme Manager and ensure revised Programme Schedules align.
  • Tracking and updating of Programme RAID Log.
  • Assisting Programme Manager with development of Steerco and Working Group packs.
  • Responsible for onboarding and offboarding of programme resources where applicable, including ordering of assets and software were required, and return of assets to IT.
  • Assist in managing resource allocation, including adjustments based on emerging business or technical opportunities and challenges.
  • Assisting Programme Manager to ensure updating and tracking of Benefits Realisation Plans where applicable.

Accountability 3: Programme Excellence Support Activities
  • Act as a reference point for Programme Excellence CoE and PMO.
  • Maintain processes to ensure Centre of Excellence documentation, reports, and plans are relevant, accurate and complete.
  • Track and report on CoE performance, providing a real-time, comprehensive, and prioritized view of all initiatives.
  • Provide assistance to maintain and update the project management framework and disciplines necessary to support the Programme Excellence CoE.
  • Assist with establishing Programme Excellence CoE stakeholder management plan and implementation of the communication framework.
  • Setup and Minute all Programme Excellence CoE Meetings and Team Meetings.
  • Follow up with Programme Managers to ensure monthly Programme Excellence CoE reports are produced, distributed, and stored digitally on time.

Accountability 4: Quality Assurance & Technical Support
  • Check that all Gated Reviews milestones and/or deliverables have auditable,completed items.
  • Assist with setting up SharePoint and develop and maintain SharePoint and other relevant electronic systems.
  • Assist with facilitation sessions setting up, running, and documenting.
  • Support and Quality check the programme artefacts as per the Delivery Assurance Manager and conduct remediation actions with Programme Managers.
  • Quality check the programme/project dashboards and give feedback to Programme/Project Managers and Administrators.

EDUCATION AND EXPERIENCE REQUIRED:
  • Relevant B-degree or NQF level 6.
  • Relevant Project management certification e.g., PMP, CAPM, PRINCE 2 preferred.
  • 5 years experience in Programme Administration.
  • 3 years experience in Project management environment.
  • Experience in Financial Services Industry.
  • Solid project financial management experience.

EXPERIENCE PREFERRED
  • 1-3 years experience in Project management role.

KNOWLEDGE & SKILLS
  • Proven PMO/Project Analyst or Coordinator experience and knowledge of project management and understanding of the principles and frameworks of successful project management from a support perspective.
  • Proven experience in providing service to internal stakeholders to achieve successful project outcomes.
  • Understanding of project delivery and acceptance processes within a fast-paced business environment.
  • Excellent oral and written communication skills as well as excellent presentation skills with ability to conduct presentations comfortably to large groups.
  • Strong relationship building and interpersonal skills.
  • Experienced user of MS Project and MS Office toolset (Word, Excel, and PowerPoint).

COMPETENCIES:
  • Learning and researching.
  • Professional and positive approach.
  • Relating and networking.
  • Adapting and responding to change.
  • Persuading and influencing.
  • Creating and innovating.
  • Deciding and initiating action.

PACKAGE & REMUNERATION:
  • Negotiable depending on Qualifications and Experience.

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