Project Administrator

SUMMARY:
Requirements

• Bachelor’s degree/ Advanced Diploma (NQF Level 7) in Accounting, Commerce, Business or Business Administration, Project Management or related field.
• Minimum 4 years’ experience in a similar role or in project management/administration.
• Experience in using AI tools to support administrative functions.
• PowerPoint and production of presentations.
• Writing skills and a high level of proficiency in English.
• Experience in SharePoint Portal and electronic filing systems and Project Management and MS Project experience would be advantageous.

POSITION INFO:
Responsibilities
Diary, meetings administration and telephonic communications:

• Schedule and administer appointments and meetings including setting-up and confirming appointments and meetings and updating diaries preparing and distributing meeting schedules.
• Organise meetings and make sure all arrangements are made as follows: booking meeting rooms, parking, presentation aids, and catering and refreshments where required, scheduling meetings on MS teams or via Zoom where applicable, preparing, distributing and processing meeting invitations, directions and agendas, assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic), arranging security and transport for delegates from other government and international institutions, where applicable, facilitating access to office, and receiving and assisting external and internal visitors and staff.
• Provide secretariat services to meetings including typing and distributing minutes, prepare and distribute meeting agendas, action logs and minutes, following up on decisions and actions arising from meeting, filing and archiving meeting minutes, notes, agenda, and documents.
• Facilitate and administer telephonic communications as follows: answering, screening of incoming telephone calls and maintaining a record of outgoing calls where applicable, develop and maintain an office contact list/directory, coordinate and submit telephone accounts to the relevant parties monthly.

• Administer all electronic and hard copy documents such as correspondence, memos, agreements and reports to ensure complete and auditable records.
• Acknowledging receipt of documents, noting priority, and tracking required response and/or handling.
• Following up on deadlines for documents for submission.
• Maintaining an accurate log of all documents emanating from the unit that require approval.
• Assist with the preparation and finalisation of documents including: taking and/or transcribing dictation and notes, sourcing, obtaining and/or downloading documents as requested (from the internet and/or other sources), proofread, format, and apply Jobs Fund templates and branding standards for quality assurance, effecting necessary changes as requested and finalising documents, recording the distribution, confidentiality and indexing requirements of documents.
• Produce and distribute documents including, and as required: printing / copying, packaging and faxing / delivering / couriering / posting of hard copies, creating email distribution lists and sending electronic copies.
• Manage the physical and electronic document tracking and filing systems including opening and creating files, indexing, filing, and archiving documents, conducting electronic data clean-ups and back-ups, handling documents with utmost discretion.

• Process travel requests for a team including confirming budget, obtaining approvals and making travel, transport and accommodation and security bookings as requested.
• Prepare travel packs including meetings itinerary and details and travel documents, schedule and details.
• Process and administer travel reports and travel claims and reconcile and organise the requisition and reimbursement of subsistence and travel claims.
• Maintain the Site Visit Register and track implementation follow-ups.
• Support data collection and clean-up for baseline, midline, and endline exercises.

• Record and process requests for stationery and equipment including obtaining equipment approval and submitting to the relevant parties, assessing stationery needs, distributing and reconciling stationary monthly.
• Monitor, report and ensure equipment and furniture maintenance,cleaning and repairs to the relevant parties.

• Provide general programme information and assist with the resolution of client queries.
• Provide administrative and secretarial support to project teams as required and assist with the coordination and administration of project tasks.
• Compile and maintain project data.
• Provide procurement support to project teams including processing procurement requests, supporting procurement processes and processing and submitting invoices and claims for payment.

• Assist in project planning sessions.
• Assist with the preparation and updating of project plans using appropriate software (including MS Project).
• Provide project management support to relevant staff members.