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Senior Project Administrator (Temp)

Recru-it

• R Undisclosed
• Contract Senior position
• Oakdale
• Posted 23 Nov 2023 by Recru-it
• Expires in 28 days
• Job 2546411 - Ref PE010644

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About the position

Temporary position
Role Purpose:
Manage the overall delivery of projects, from initiation to closeout, to meet the stated business objectives and benefits, in compliance with all relevant Governance, Risk and Audit requirements.

Education:

• Matric and a relevant diploma / degree (or equivalent) in either business or information technology
• A relevant post graduate certificate in project administration
• Recognized post graduate education in project management. PMP / PRINCE2 / Agile certification is an advantage.

 
Experience:

• 7 years project administration experience, of which at least 2 years has been spent administrating high impact, complex and strategic projects and programs
• Familiarity with project management tools and methodologies
• Experience with project administration duties within the Africa business is an advantage

 
Skills:

• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Good command of the English language, both written and spoken
• Attention to detail and problem-solving skills
• Ability to work independently
• Experience in preparing Steerco packs, minutes, action logs, risk logs, flowcharts, technical documentation, schedules and following up on actions post meetings
• PC literate and application of all project management tools and techniques. Above average competence in MS Office (Word, Excel, PPT, Project & Visio and SharePoint or equivalent)
• General business and financial skills and experience
• Experience dealing with all levels within the organization, including C-level Executives
• Ability to deal with ambiguity and bring structure into an environment
• Ability to work under pressure, prioritize and create balance is essential
• Solid organization and time-management skills
• Ability to work collaboratively in a team environment
• Adaptability to changing project requirements
• Strong analytical and decision-making skills

Responsibilities:
Handle and coordinate administrative activities:

• Provide administrative and coordination support on the programme and provide admin support to the PM.
• Co-ordinate all the components (project procurement, logistics, travel, accommodation, catering etc.) of project events within budget and specifications. Assist with booking of travel and accommodation where necessary.
• Develop and maintain accurate project related dashboards and reports, update and maintain project issue logs, risk logs and action logs via the Project Portfolio Office (PPO) application.
• Experience working with Project Portfolio Office (PPO) application as well as Jira.
• Conduct all administrative tasks relating to Jira and ensuring all project resource have access when necessary.
• Assist with compilation and distribution of relevant project communication.
• Monthly and / weekly progress reporting, including interpretation and updating of project plans.
• Ensure availability of information for decision-making purposes with a quality document management process in place.
• Well prepared meetings, presentations, functions, catering, venues and equipment.
• Change control, change requests submitted timeously, signed off, etc.
• Documenting risks and change requests.
• Completion of required lifecycle documents within guidelines, document configuration management, filing and archiving, ensuring audit trail for project health checks and benefits audits.
• Collate audit ready project folder (on MS Teams) with all fully signed project documentation for auditing and archiving.
• Organise project infrastructure (PC's, access, software) when required.
• Scheduling meetings, demos and workshops.
• Documenting meeting minutes and actions and following up on action items assigned to team members.
• Track expenses and managing the project budget together with the PM.
• Assist the Project Manager with keeping the project plan updated and communicating any timeline changes to the broader project community.
• Acting as a point of contact for all stakeholders.
• Monitoring the progress of the project and support the PM with developing the weekly progress reports.
• Prepare for Monthly Steerco pack.
• Co-ordinate project workstream / sub project where needed.

 
Enable client centricity within area of responsibility:

• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements applicable to clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
• Continuously monitor turnaround times and quality standards and resolve issues speedily to enhance client service delivery.

Competencies:

• Examining Information
• Adopting Practical Approaches
• Providing Insights
• Interacting with People 
• Establishing Rapport
• Articulating Information 
• Meeting Timescales 
• Managing Tasks

Temporary position
Role Purpose:
Manage the overall delivery of projects, from initiation to closeout, to meet the stated business objectives and benefits, in compliance with all relevant Governance, Risk and Audit requirements.

Education:

• Matric and a relevant diploma / degree (or equivalent) in either business or information technology
• A relevant post graduate certificate in project administration
• Recognized post graduate education in project management. PMP / PRINCE2 / Agile certification is an advantage.

 
Experience:

• 7 years project administration experience, of which at least 2 years has been spent administrating high impact, complex and strategic projects and programs
• Familiarity with project management tools and methodologies
• Experience with project administration duties within the Africa business is an advantage

 
Skills:

• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Good command of the English language, both written and spoken
• Attention to detail and problem-solving skills
• Ability to work independently
• Experience in preparing Steerco packs, minutes, action logs, risk logs, flowcharts, technical documentation, schedules and following up on actions post meetings
• PC literate and application of all project management tools and techniques. Above average competence in MS Office (Word, Excel, PPT, Project & Visio and SharePoint or equivalent)
• General business and financial skills and experience
• Experience dealing with all levels within the organization, including C-level Executives
• Ability to deal with ambiguity and bring structure into an environment
• Ability to work under pressure, prioritize and create balance is essential
• Solid organization and time-management skills
• Ability to work collaboratively in a team environment
• Adaptability to changing project requirements
• Strong analytical and decision-making skills

Responsibilities:
Handle and coordinate administrative activities:

• Provide administrative and coordination support on the programme and provide admin support to the PM.
• Co-ordinate all the components (project procurement, logistics, travel, accommodation, catering etc.) of project events within budget and specifications. Assist with booking of travel and accommodation where necessary.
• Develop and maintain accurate project related dashboards and reports, update and maintain project issue logs, risk logs and action logs via the Project Portfolio Office (PPO) application.
• Experience working with Project Portfolio Office (PPO) application as well as Jira.
• Conduct all administrative tasks relating to Jira and ensuring all project resource have access when necessary.
• Assist with compilation and distribution of relevant project communication.
• Monthly and / weekly progress reporting, including interpretation and updating of project plans.
• Ensure availability of information for decision-making purposes with a quality document management process in place.
• Well prepared meetings, presentations, functions, catering, venues and equipment.
• Change control, change requests submitted timeously, signed off, etc.
• Documenting risks and change requests.
• Completion of required lifecycle documents within guidelines, document configuration management, filing and archiving, ensuring audit trail for project health checks and benefits audits.
• Collate audit ready project folder (on MS Teams) with all fully signed project documentation for auditing and archiving.
• Organise project infrastructure (PC's, access, software) when required.
• Scheduling meetings, demos and workshops.
• Documenting meeting minutes and actions and following up on action items assigned to team members.
• Track expenses and managing the project budget together with the PM.
• Assist the Project Manager with keeping the project plan updated and communicating any timeline changes to the broader project community.
• Acting as a point of contact for all stakeholders.
• Monitoring the progress of the project and support the PM with developing the weekly progress reports.
• Prepare for Monthly Steerco pack.
• Co-ordinate project workstream / sub project where needed.

 
Enable client centricity within area of responsibility:

• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements applicable to clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
• Continuously monitor turnaround times and quality standards and resolve issues speedily to enhance client service delivery.

Competencies:

• Examining Information
• Adopting Practical Approaches
• Providing Insights
• Interacting with People 
• Establishing Rapport
• Articulating Information 
• Meeting Timescales 
• Managing Tasks

Desired Skills:

• Senior Project Administrator (Temp)
• 7 years project administration
• administrating high impact
• pm tools and methodologies
• complex and strategic projects

Apply Now

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