Project Manager/Administrator

Indsafri; South Africa; On-site; ZAR 300,000 - 520,000; Full time

Job summary

Indsafri is seeking a Project Administrator to provide administrative, governance, and reporting support to the Project Manager and project teams in South Africa. You will maintain project plans, dashboards, RAID logs, and documentation, ensuring accuracy and governance compliance.

You will coordinate meetings, capture minutes, track actions, and assist with budgeting and resource planning across multiple workstreams, enabling smooth delivery and timely decisions.

Qualifications

• Must have experience in project administration, governance, reporting, and stakeholder coordination.
• Ability to manage RAID logs, budgets, and resource tracking across multiple workstreams.
• Proficient in MS Office and project management tools; strong documentation standards.

Responsibilities

• Maintain project plans, schedules, trackers, and documentation.
• Coordinate meetings, agendas, minutes, and governance packs.
• Prepare weekly/monthly status reports and dashboards.
• Monitor RAID log, risks, issues, and dependencies; escalate as needed.
• Assist with budgeting, invoicing, and vendor documentation.

Skills

Project administration

Coordination

Reporting & dashboards

RAID management

Financial tracking

Document management

Governance administration

MS Office proficiency

PM tools (MS Project/Jira/Azure DevOps

Education

Diploma/Degree in Business Admin/PM/IT/Commerce

Tools

MS Project

Jira

Azure DevOps

Smartsheet

Job description

The Project Administrator / Project Support Specialist provides administrative, coordination, governance, reporting, and operational support to the Project Manager, Delivery Lead, and project teams. The role is responsible for ensuring effective project controls, accurate reporting, governance compliance, and smooth day-to-day project execution across multiple workstreams.

Key Responsibilities

Project Administration

• Maintain project plans, schedules, trackers, and documentation.
• Organize and manage project repositories and document libraries.
• Ensure all project artefacts are current, accurate, and version controlled.
• Support onboarding and offboarding activities for project resources.
• Maintain project templates, standards, and documentation structures.

Meeting & Governance Support

• Schedule project meetings, workshops, governance forums, and steering committees.
• Prepare meeting agendas, presentations, and governance packs.
• Capture meeting minutes, decisions, actions, and key discussion points.
• Track action items and ensure timely follow-up and closure.
• Support governance processes and meeting administration.

Reporting & Communications

• Prepare and distribute weekly, monthly, and ad hoc project status reports.
• Consolidate updates from project teams and workstream leads.
• Maintain project dashboards and performance metrics.
• Support stakeholder communications and reporting requirements.
• Ensure reporting is accurate, timely, and aligned to project standards.

RAID (Risks, Assumptions, Issues & Dependencies) Management

• Maintain and administer the RAID log.
• Monitor risks, issues, assumptions, and dependencies across the project.
• Track mitigation and resolution actions and follow up on outstanding items.
• Escalate overdue actions and emerging project risks where required.
• Ensure RAID items are reviewed and discussed during governance forums.
• Monitor project budgets and expenditure against forecasts.
• Track invoices, purchase orders, contracts, and vendor-related documentation.
• Support financial reporting and forecasting activities.
• Maintain resource trackers, allocations, onboarding records, and leave schedules.
• Assist with resource planning and capacity management activities.

Project Planning Support

• Update project schedules, milestone plans, and delivery trackers.
• Monitor progress against agreed timelines and commitments.
• Track inter-dependencies across project workstreams.
• Identify and elevate potential schedule risks and delays.
• Support project planning and delivery management activities.

Quality Assurance & Compliance

• Ensure compliance with project management methodologies, standards, and governance requirements.
• Conduct quality reviews of project documentation and artefacts.
• Support audit, risk, compliance, and quality assurance activities.
• Maintain governance evidence and documentation required for stage-gate reviews.
• Promote consistency and adherence to project controls across the project lifecycle.

Stakeholder Coordination

• Coordinate activities between business teams, technical teams, vendors, and third-party stakeholders.
• Follow up on outstanding deliverables and project commitments.
• Facilitate communication and information sharing across project teams.
• Support stakeholder engagement activities and governance interactions.
• Build and maintain effective working relationships across the project ecosystem.
• Project Status Reports
• RAID Logs
• Action and Decision Trackers
• Meeting Agendas and Minutes
• Governance and Steering Committee Packs
• Resource and Capacity Trackers
• Budget and Financial Tracking Reports
• Project Dashboards and Metrics
• Project Documentation Repositories
• Audit and Governance Evidence Packs
• Project Schedules and Milestone Plans

Technical Skills

• Project administration and coordination
• Reporting and dashboard management
• RAID management
• Financial and resource tracking
• Document management and version control
• Governance and compliance administration
• Advanced Microsoft Office Suite skills (Excel, Word, PowerPoint, Outlook)
• Experience with project management tools such as MS Project, Jira, Azure DevOps, Smartsheet, or similar

Core Competencies

• Strong organizational and planning skills
• Attention to detail and accuracy
• Excellent written and verbal communication skills
• Stakeholder management and relationship-building skills
• Problem-solving and critical thinking
• Ability to work under pressure and manage multiple priorities
• Proactive and self-motivated approach
• Strong administrative and governance discipline

Qualifications & Experience

• Relevant Diploma or Degree in Business Administration, Project Management, Information Technology, Commerce, or a related field.
• 2-5 years' experience in a Project Administrator, Project Coordinator, Project Support, PMO Support, or similar role.
• Experience supporting medium to large-scale projects and programmes.
• Strong experience in project reporting, governance administration, and stakeholder coordination.

Advantageous

• Project Management certification (PRINCE2 Foundation, CAPM, PMP, Agile Fundamentals, or equivalent).
• Experience working within a PMO or project delivery environment.
• Experience supporting technology, business transformation, or change projects.

Performance Indicators

Success in this role will be measured through:

• Timely and accurate project reporting.
• Effective management of actions, risks, issues, and dependencies.
• Strong governance, audit, and document control compliance.
• Stakeholder satisfaction and responsiveness.
• Accuracy of project administration and coordination activities.
• Quality and completeness of project artefacts and records.
• Reliable and proactive support provided to the Project Manager, Delivery Lead, and project team.
• Effective tracking and escalation of project risks, issues, and deliverables.

Skills

Strong problem-solving and analytical skills Proven experience as a Project Manager or in a similar role Demonstrable experience in managing administrative tasks and office procedures Proficiency in project management software (e.g., Asana, Trello, Microsoft Project) Excellent written and verbal communication skills Project Management Professional (PMP) or equivalent certification Bachelor's degree in Business Administration, Project Management, or a related field, or equivalent practical experience Ability to manage multiple projects simultaneously and prioritize effectively Strong understanding of project management methodologies and best practices Experience in budget management and resource allocation Solid organizational skills with a keen attention to detail Proficiency in standard office software (e.g., Microsoft Office Suite, Google Workspace) Experience with risk management and change control processes Experience in [mention specific industry, e.g., IT, construction, marketing]