Project Administrator at Financial Intelligence Centre

Financial Intelligence Centre; Pretoria; On-site; ZAR 260,000 - 380,000; Full time

Job summary

The Financial Intelligence Centre is seeking a Project Administrator to support programme and project managers with comprehensive PMO administration, meeting coordination, minute-taking, and document control in a Pretoria-based role.

You will develop procedures, manage signatures via SigniFlow, and ensure timely status reporting and filing. The position requires 3+ years in project administration and strong MS Office skills.

Qualifications

• Minimum 3 years' proven experience in project administration.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Understanding of project governance and reporting.

Responsibilities

• Provide administrative services across all programme/project activities, including meeting coordination and administration; Steerco meeting support; minute-taking for all project meetings; follow-up on outstanding project action items; status reporting; auditing of project documents in the repository; and administration of the project repository.
• Develop, document, and update procedures for managing, tracking, and reporting on programmes and projects.
• Load project documents on SigniFlow to obtain the relevant signatures.
• Monitor documents in SigniFlow and follow up on any that are delayed.
• Ensure that the correct stakeholders are invited to meetings.
• File all signed project documents in the project repository.
• Audit project files against the FIC's Project Management Procedure and PMO document filing procedure.
• Implement best practices for the administration of programmes and projects.
• When capturing minutes, capture project risks, issues, and action items.
• Prepare for and assist with the onboarding of new resources in the PMO.
• Provide administrative support to the programme/project manager.
• Assist by standing in for other Project Administrators when they are unavailable due to leave or other reasons.
• Support the purchase requisition process by providing the required supporting documents.
• Perform reconciliation against purchase orders and payment milestones based on received invoices and follow up on payments.

Skills

Meeting coordination

Document management

PMO familiarity

Auditing project documents

Education

Office management diploma or Diploma/Certificate in project management (NQF 6)

Tools

Microsoft Project

SharePoint

Job description

Job Purpose

Provide general programme and /or project administration support to the programme(s) and /or project manager(s) and project team(s).

Responsibilities

• Provide administrative services across all programme/project activities, including meeting coordination and administration; Steerco meeting support; minute-taking for all project meetings; follow-up on outstanding project action items; status reporting; customisation of project templates for PMO use; auditing of project documents in the repository; and administration of the project repository.
• Develop, document, and update procedures for managing, tracking, and reporting on programmes and projects.
• Load project documents on SigniFlow to obtain the relevant signatures.
• Monitor documents in SigniFlow and follow up on any that are delayed.
• Ensure that the correct stakeholders are invited to meetings.
• File all signed project documents in the project repository.
• Audit project files against the FIC's Project Management Procedure and PMO document filing procedure.
• Implement best practices for the administration of programmes and projects.
• When capturing minutes, capture project risks, issues, and action items.
• Prepare for and assist with the onboarding of new resources in the PMO.
• Provide administrative support to the programme/project manager.
• Assist by standing in for other Project Administrators when they are unavailable due to leave or other reasons.
• Support the purchase requisition process by providing the required supporting documents.
• Perform reconciliation against purchase orders and payment milestones based on received invoices and follow up on payments.

Education, Skills And Experience

• An Office management diploma or diploma or certificate in project management (NQF 6 qualification).
• Minimum 3 years' proven experience in project administration.
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Microsoft Project and SharePoint will be an added advantage.
• Understanding of project management methodologies, project lifecycle management, knowledge of project governance and reporting