The main purpose of the job:
Support the IT Administration to provide project and task administration where needed for the organization in regards with all IT related service requirements.
A Project Coordinator will play a pivotal role in project management, acting as the glue that holds various aspects together. They will assist HOD or other Project managers in planning, organizing, and overseeing various project activities, ensuring that tasks are completed on time and goals are achieved.
This involves collaborating with team members and maintaining accurate documentation of progress and outcomes. Additionally, Project Coordinators facilitate communication between HOD, monitor progress, and help identify and mitigate potential risks.
Preferred Requirements:
- Matric
- Project Management certification
- Full competency is typically reached in a 1–2-year period
Duties & Responsibilities:
Project Planning and Scheduling
- Collaborate with various team members to setup project plans with timelines.
- Create and maintain project schedules using tools like Project Manager.
- Allocate resources trough HOD and coordinate with team members to meet project milestones.
Communication and Reporting
- Facilitate communication between team members and HOD.
- Prepare regular progress reports and updates.
- Distribute project-related information.
Documentation and Record Keeping
- Maintain accurate and organized project documentation.
- Ensure that project files and documentation are up-to-date and accessible to the relevant parties through our Internal SharePoint libraries.
Task Coordination
- Assign or follow up on tasks with team members.
- Monitor task progress and follow up to ensure deadlines are met.
- Address any issues or roadblocks that may hinder task completion
Risk Management
- Identify potential risks and issues that may impact the projects.
- Work with the Head of Departments to develop mitigation strategies and contingency plans where needed.
Quality Assurance
- Monitor project deliverables to ensure they meet the required quality standards.
- Implement quality control processes and perform necessary inspections or reviews.
Assist Head of Department & Team members
- Engage with HOD or project leaders to gather required information to provide updates, and to address concerns.
- Foster positive relationships with HOD, Team Members, project leaders and other relevant parties involved in projects.
Team Support and Facilitation
- Provide administrative support to project leaders and HOD, such as scheduling meetings, preparing agendas, and taking meeting minutes.
- Facilitate team collaboration and communication by organizing workshops, brainstorming sessions, or other team-building activities.
Adaptability and Problem-Solving
- Be prepared to adapt to changes in project scope, schedule, or requirements.
- Address unforeseen issues and challenges that may arise during the project.
Closure and Evaluation
- Assist in project closure activities, including final documentation, handover, and evaluation.
- Conduct post-project reviews to gather lessons learned and best practices for future projects.
Knowledge
- Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
- Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Education and Training — Knowledge of principles and methods for training, teaching and instruction for individuals and groups, and the measurement of training effects.
Skills
- Attention to detail.
- Strong organizational skills
- Multitasking skills
- Ability to adapt.
- Strong Communicator
- Ability to work collaboratively with various HOD, team members and project managers
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