SUMMARY:
The Project Administrator provides administrative and coordination support to ensure the smooth plan
POSITION INFO:
Projects Administrator
Manufacturing
Job Purpose
The Project Administrator provides administrative and coordination support to ensure the smooth planning, execution, and monitoring of projects. The role supports the project team by maintaining documentation, tracking progress, coordinating communication, and ensuring project activities are completed on time and in line with organizational processes.
Key Accountabilities and Outputs
Purchase Order Administration, Reporting and Management
•Process Purchase Orders for Monthly & Adhoc Service Providers - based on monthly invoice / quote.
•Ensure that accurate and relevant Purchase orders are raised for Service orders before service is rendered
•All Purchase orders raised with relevant supporting documentation.
•Purchase Orders communicated to Service Providers.
•GRV'ing of all approved purchased orders.
•Monitoring and reconciliation of quotes; services rendered; monthly agreements vs invoices received.
•Ensuring all relevant PO's raised in the correct / relevant financial period and allocated to the correct Asset code/ Cost centre.
•Feedback on Supplier Payments through correspondence with Finance department Prevent Duplication of Purchase orders.
•Validation of invoices against Approved Purchase Orders.
•Communication between Finance & Service Providers.
•Purchase Order & Payment queries.
Stakeholder Engagement
•Maintain open communication channels with Capex Manager, Project Engineers, SMEs, Finance, Manufacturing and
Safety.
•Engage with Suppliers to ensure correct submission.
Projects Administration
•Travell arrangements - Accommodation, flights, Visa Applications
•Projects Documentation control
•Contractor Permits control.
•Liaise with Epats, SMEs
Safety, Health and Environment
•Ensure adherence to site safety standards (Safety, Health and Environmental) in line with the OSH Act.
•Ensure compliance to all relevant legislation and support a safe environment for TBCs
•Employees, Contractors and Visitors.
Adherence to Food Safety Requirements
•Commitment to The Beverage Company's Food Safety policy and its objectives
•Ability to understand and implement all food safety requirements
•Adherence to and the enforcement of Food Safety Policies, SOPs and PRPs
•Compliance with PPE requirements including jewellery policy
•Compliance with personal hygiene requirements in accordance with the organisations code of practice
•Active engagement in all training including competency testing
•Regular practice of hand washing and sanitising
•Prevention of cross-contamination of products - no allergens allowed in the manufacturing facility
•Responsible for raising any food safety risk to the relevant personnel such as the Team Leader or Food Safety personnel
•Reporting of any illness or communicable disease before the commencement of shift
•Compliance with all legal, regulatory and customer requirements
•Enforce GMPs and conduct themselves in a manner conducive with food safety practices
•Maintain high standards of housekeeping and hygiene of equipment, facilities and work environment
•Informed and vigilant on food defence and food fraud risks
•Promote, encourage and continuously grow the organisations food safety culture
•Maintain zero compromise on product quality and safety
•Collaborate with internal food safety team to realise the organisations goals of retaining GFSI certification and continuous improvement
Additional Region-Specific Accountabilities and Outputs
Qualifications and Experience
•Grade 12 / Matric / NQF level 4 (Essential)
•Upto 1 year experience (Operational Execution) FMCG
•MS Excel; MS Word; SAP; E Mail; MS PowerPoint
Key Qualities
Communication
•
Routine communication in connection with instructions, requests or normal work tasks
Problem Solving
•Proactive identification of problems that are concrete and procedural, troubleshoot and apply solutions in line with guidelines provided or escalate more complex problems to superiors, providing information required to solve problems.
Relationships Maintained
•Others in own work area
Distribution Administrator
Behavioural Competencies
Judgment and Decision Making
•Able to gather information from a variety of sources.
•Understands cause and effect relationships within data and interprets this to make competing, holistic decisions
•Develops alternatives before making complex decisions
•Looks for the most innovative, efficient and value adding solution when making a decision
•Makes decisions in time and forecasts when decisions need to be made
•Formulates a "big picture" understanding of the near-term impact of decisions (including the time and resources required to implement decision)
•Evaluates the longer term
