Project Administrator

SUMMARY:

Our client is looking for a Project Administrator. This role will expose you to a diverse working environment with endless opportunities to grow as an individual and to work for an organization that promotes equality. This is a contract role.

To provide program/project administrative s...

POSITION INFO:

Our client is looking for a Project Administrator. This role will expose you to a diverse working environment with endless opportunities to grow as an individual and to work for an organization that promotes equality. This is a contract role.

To provide program/project administrative services to one or more Programs/Projects within Finance Change, ensuring compliance to related methodologies by monitoring and reporting on project governance, control, allocation of resources and program/project status as well as supporting the effective operation of the Finance PMO.

• Matric
• PMBOK/Prince II or CAPM Post Graduate Degree qualification preferred
• 4+ years project administration experience
• MUST have previous experience in Project Administration, Project Management or Portfolio management
• MUST have knowledge of Project management methodologies

• Keep track of budgets and project expenditures.
• Help to set up project meetings.
• Handle the minute‐taking at meetings Maintains project CRAIDS.
• Organize venues.
• Assist with planning.
• Administrative duties.
• Track projects progress against schedule.
• Offer suggestions to improve efficiencies.
• Maintain project governance compliance.
• Resource on boarding and off boarding.
• Support and communicate Ideas for creation and improvement of PMO processes, procedures, and tools.
• Steering Committee and Governance Meeting Support Ensure Steering Committees are set up and maintain project logs and distribute for action as well as follow up on actions with Stakeholders if so required.
• Help Collate Steering packs and timeously advise PM's of Actions to be followed up.
• Support the Project Steering committee’s governance process for project approval, planning and execution.
• Schedule and support Programme/Project Manager in execution of post implementation review workshops /meetings.
• Maintain stakeholder register ensuring that PM's are advised of Members not an ending attending when asked for at the start of the meetings.
• Take Minutes of Steerco and other requisite Governance Meetings and distribute timeously.
• Project Planning Support Act as a reference point for PMO queries and information and be an advocate for best practices in project management.
• Execute duties and provide assistance to Programme/Project Managers and the PMO as determined an in line with general duties of a Project Administrator.
• Develop positive relationships with all stakeholders to enable PMO support including facilitation, tracking and reporting on projects, and training.
• Assist PM's with scheduling risk review meetings and maintain CRAIDs (Constraints, Risks, Assumptions, and Issues Dependencies) log on PlanEx.
• Assist in monitoring project deliverable deadline statuses, e.g. monthly reports, weekly Exco reports, Risks and Issue Logs and Resource Allocations.
• Assist the Project Manager on a weekly basis to update project plans on PlanEx, MS Project or any other tool used for project management purposes.
• Handle all queries, escalate to line manager and Project Manager where applicable, and in turn provide prompt feedback.
• Identify programme/project administrative problem areas and propose necessary corrective action.
• Coaching Project team members in Project Administration tools as and when required.
• Take time to understand the basic policies and procedures as relevant to PMO processes.
• Co‐ordinate project changes and administer project quality control.
• Support the Programme/Project Manager ensuring and monitoring all gated reviews have auditable, completed Artefacts in accordance with PMO PDLC Guidelines per phase with the correct and signed off templates.
• Ensure Project Change Risk Policy Standards are adhered to
• Ensure the agreed project management methods, standards and processes are maintained throughout the project lifecycle as per PMO standards.
• Assist with collating information for Audit/Assurance reviews when conducted.
• Knowledge Management Develop and maintain shared filing structure for all project/programme related artefacts and store related documentation on the Shared drive and PlanEx for audit purposes according to the defined folder structure.

 

• Provide team member’s access to store related project data on PMO shared drive and/or SharePoint sites.
• Arrange team logistics, including venues, on‐boarding and induction of new team members as well as on boarding. I.e. Support with on boarding and off boarding of resources i.e. Meet and greet when collecting Laptops and ensuring Laptops are collected and handed over when resources are being off boarded.
• Ensure communication takes place through the FMR‐PMO‐Resourcing and advising the Resource Demand Planner of any access requirements for new Joiners, resources being off boarded and ensure communication takes place for extensions.
• Ensure that Work Auths and SOWs are in place for all contractors and liaising with FMRPMO‐Resourcing when there are any new resources required.
• Ensure time is captured by all project resources.
• Assist PM with loading all project resources on Planex and ensuring that PM's attest on Planex every month.
• Respond to department queries on billing, metrics, reporting and other data requirements.
• Assist with monitoring project budgets to ensure that costs and margins are maintained within agreed limits.
• Assist with Closing Purchase orders timeously when funds are depleted through the appropriate channels.

NB! This job is now closed. You can apply for other jobs by uploading your CV.