Project Administrator (IC)

Job Title:                       Project Administrator

Reports to:                    Practice Head: Specialised Consulting

ROLE OVERVIEW

The successful individual, comfortable in engaging with stakeholders at all levels of the organization recognizes the art of facilitation as one of the key skills of a Project Manager and passionately lives the belief that technology not just enables business, but will increasingly become one of the key drivers of successful 21st century businesses.

Prioritization of requirements, and the documentation thereof in a manner that is comprehensive enough to reflect understanding of business requirements.  The Project Manager will be responsible for creating solutions, achieving deadlines and delivering excellence through effective interaction with clients, suppliers and the internal production team.

Significant experience in iterative methodologies could well be the deal clincher.      

 

Essential Duties

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  Sets up and manages support functions covering planning, tracking, reporting, quality management and internal communication.
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  Ensuring that projects are run in compliance with the Organisation’s requirements
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  Assist Project Managers with the preparation of presentations and any research of relevant documentation
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  Providing guidance to project teams
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  Take minutes of project meetings as required and distribute to relevant stakeholders
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  Maintaining and integrating project plans and distributing thereof
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  Establishing and maintaining the project documentation library
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  Coordinate processes associated with preparations and organising of workshops (invitations, venues and other related logistics)
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  Tracking & reporting overall progress
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  Administering the project budget
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  Planning & scheduling resources for a group of projects
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  Monitoring resource utilisation
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  Organise travel arrangements and related accommodation for management and project staff and any other project related arrangements that are required

Administration Tasks

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  Task Tracking - Project administrators monitor timelines and project plans, with the goal of tracking tasks to completion. Paying attention to what needs to happen when, they contact team members for status updates and notify the project manager when there is a risk that something won’t meet a deadline. Complex projects -- such as those in information technology, life science research and construction -- can involve hundreds of tasks, and the project administrator must give close attention to every detail.
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  Documentation Administration - Project team documentation includes things like process instructions, forms, customer communications, reports and records. When projects bring new equipment into business operations, additional documentation addressed by the project team could include equipment warranty, billing and licensing agreements. The project administrator keeps all of this documentation organized by categorizing it, filing it where it belongs, forwarding it to key recipients or telling team members where to file it, and then making sure the documentation is uploaded, stored or shared with the right people at the right time.
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  Budget Administration - A project administrator might be assigned the task of budget administration to help the project manager keep track of expenses and other financial issues. The administrator collects information from team members and colleagues to identify and monitor travel, equipment and other expenses directly related to project activities. She might also work with finance to follow invoices through approval and payment processes, and with purchasing to get purchase orders released to vendors in time to meet project deadlines and milestones.
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  Meeting Administration - Project activities often involve a lot of meetings, and the project manager relies on the administrator to keep them organized, communicated and recorded effectively. An administrator keeps meeting calendars and appointment notices updated, organizes agendas, and might facilitate meetings on behalf of the project manager when needed. She also records and distributes meeting minutes to attendees. When meetings result in action item assignments, the administrator tracks them to completion.

Preferred Experience

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  Demonstrable experience of working in a similar role at a comparable level in a company for at least 4 years
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  Have to be comfortable with the SDLC and systems implementation
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  Experience managing multiple projects simultaneously for multiple project managers
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  Governance experience
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  Methodology experience
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  An understanding of the requirements and implications of projects
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  Effective diary management and travel planning, including international travel
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  A good understanding of basic accounting practices
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  Financial reporting capability
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  Experience in the full project cycle is a must (tendering, pre- and post-proposal development)

• Setting up and maintaining project plans

Preferred Skills

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  Matric as a minimum requirement
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  Project Management/Administration basic course or qualification a must have
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  At least 3 years’ experience in Project administration/Coordination
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  Strong PC Skills including MS Office - Outlook, MS Word, PowerPoint, and Excel
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  MS Projects proficiency is a must have
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  Accounting/Finance
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  Excellent verbal and written communication skills
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  Problem solving skills
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  Analytical skills
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  Ability to take initiative
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  Detail-orientated
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  Process and documentation driven
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  Ability to organise effectively and prioritize own workload
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  Highly organised
• Highly Structured

• A proven project track record in the form of a project summary
  
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  Minimum an introduction to project management through a recognised learning organisation
  
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  Able to identify the unique stages in the project lifecycle and demonstrate type and extent of involvement (using the project summary)