Project Officer (P10)

Sol Plaatje University; Noord-Kaap; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Sol Plaatje University is seeking a Project Officer to provide administrative, financial administration, and data control support to the IPMO. You will assist the Director, Senior Project Managers, and project teams with office operations, filing, procurement, and reporting for the 2026–2030 Infrastructure Development Plan.

The role requires a bachelor’s degree and at least three years in an administrative setting, with experience in project environments, diary management, and data capture.

Qualifications

• A bachelor’s degree in Office Administration or related field (NQF7) is required.
• At least 3 years’ administrative/office support experience, preferably in project/technical environments.
• Experience supporting senior management or in a busy office setting is advantageous.

Responsibilities

• Provide admin and secretariat support to the Director and project staff, including diary management, correspondence, and travel arrangements.
• Schedule and coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Manage incoming/outgoing correspondence and maintain filing systems; order and manage supplies.
• Assist with preparation of project reports, coord meetings with contractors and stakeholders, and support procurement documentation.

Skills

Microsoft Office

Office administration

Data entry / data control

Diary management / meetingCoordination

Education

Bachelor’s degree (NQF7) in Office Administration or related field

Tools

AutoCAD

SharePoint

ERP systems

Job description

Purpose

The Project Officer provides administrative, financial administration, and data control support to the IPMO. The role ensures the smooth day-to-day functioning of the Office by supporting the Director, Senior Project Managers, and project teams with office administration, purchase orders, reconciliations, debtor-type administration, accurate data capture, document control, records management, and reporting for the 2026–2030 Infrastructure Development Plan.

Minimum Requirements

• A bachelor’s degree (NQF7) in Office Administration, Business Administration, or a related field
• A minimum of three (3) years’ experience in an administrative or office support role, preferably within a project management, technical, or construction environment.
• Experience supporting senior management or working in a busy office environment will be advantageous.
• Experience in AutoCAD or similar applications, Risk Associated with Records Management, and using SharePoint for project management
• Proficiency in the Microsoft Office suite.

Recommended Requirements

• Experience in financial administration and data control, including purchase orders, invoice processing, reconciliations, debtor-type administration, data capture, records management, reporting, and the use of financial or enterprise resource planning systems,

Duties

1. Administrative and Secretariat Support

• Provide administrative support to the Director and project management staff, including diary management, correspondence, and travel arrangements.
• Schedule and coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Manage incoming and outgoing correspondence, including emails, letters, and reports.
• Maintain administrative and project-related filing systems.
• Order and manage office supplies and equipment for the IPMO.

2. Project Coordination Support

• Assist with the preparation and formatting of project reports, presentations, and submissions.
• Coordinate meetings with contractors, consultants, and stakeholders, including logistical and venue arrangements.
• Track and follow up on outstanding actions, approvals, and documentation from project teams.
• Assist with collating documentation for procurement processes, tenders, and contracts.

3. Financial Administration and Data Control

• Administer more complex financial transactions, including the preparation and processing of purchase orders, invoice tracking, payment follow-ups, reconciliations, and expenditure monitoring.
• Perform debtor-type administration, including maintaining records of amounts due, following up on outstanding payments or recoveries, reconciling debtor-related information, and ensuring accurate supporting documentation.
• Capture, verify, and reconcile financial information on relevant University systems, ensuring accuracy, compliance with internal controls, and timely submission for approval.
• Perform data controller functions by capturing, validating, updating, and maintaining accurate project, financial, procurement, and administrative data on approved University systems and registers.
• Monitor data completeness, accuracy, version control, and supporting documentation to ensure reliable reporting, audit readiness, and compliance with university record-keeping requirements.
• Prepare routine data extracts, registers, reconciliations, and summary reports to support project monitoring, financial tracking, procurement follow-up, and management decision-making.
• Support leave administration and maintains attendance records for Office staff.
• Assist with recruitment logistics, onboarding, and induction administration for new staff.
• Maintain asset registers and support stock-taking processes for the Office.

General Office Management

• Serve as the first point of contact for visitors and general enquiries to the Office.
• Coordinate logistics for Office events, workshops, and training sessions.
• Support compliance with university policies and procedures relating to administration and record-keeping.
• Perform other administrative duties required to support the effective functioning of the IPMO.

Enquiries can be made via email at [e-mail]

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment

Women and people with disabilities are encouraged to apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.