Coordinator: Project Administrator

2 weeks ago


Johannesburg, Gauteng, South Africa Pink Elephant Full time

Responsible for provisioning of project management and administration support/ logistics, which includes documentation management, report compilation, as well as tracking of various reports and documentation.

Compile project plans, coordinate budget and other resources and monitor progress and success. Also accountable for ensuring confidentiality in terms of highly confidential information. Providing attentive support to internal and external parties and ensuring consistent, efficient operations.

RESPONSIBILITIES:

OUTPUT 1
Provided Management Information

SUB-OUTPUTS

  • Receive request/ identify and analyse need
  • Align system to meet needs
  • Develop management information
  • Test the information
  • Draw the report
  • Manipulate data
  • Verify integrity of data
  • Analyse and interpret data
  • Distribute to relevant role players

RANGE

  • HR issues
  • Financial Issues
  • Operational Resources Issues
  • Assets Issues
  • Performance
  • Lists, Inventory's classification, monthly, survey reports

OUTPUT 2
Provided High Level Support

SUB-OUTPUTS

  • Receive request/ identify and analyse need
  • Process request
  • Provide feedback

RANGE

  • Weekly Statistics
  • Meetings
  • Orders
  • Equipment
  • Stationery
  • Office Functioning
  • HR issues
  • Telkom Board Issues
  • HRRC
  • Operational
  • Financial Issues
  • Budget
  • Tracking
  • Workshops
  • Forums
  • Meetings

OUTPUT 3
Managed Office Environment

SUB-OUTPUTS

  • Establish personal preferences
  • Manage the office
  • Organize office equipment
  • Maintain office equipment

RANGE

  • Office furniture and equipment

OUTPUT 4
Handled Finances

SUB-OUTPUTS

  • Control own budget for purchasing office requirements
  • Ensure security of petty cash
  • Check and prepare documentation and expenditure
  • Reconcile expenditure
  • Flag over expenditure
  • Collect tax invoices and receipts
  • Balance petty cash book
  • Obtain approval for replenishing
  • Replenish petty cash

RANGE

  • Includes petty cash, S & T, advances, cheque requests etc.
  • Includes stationery, office equipment, refreshments, medical kit, training etc.

OUTPUT 5
Processed Documents

SUB-OUTPUTS

  • Determine nature and type of document
  • Identify relevant information
  • Validate questionable information
  • Prepare document
  • Proofread document
  • Bind document
  • Distribute document
  • Followup to confirm receipt

RANGE

  • Computerized documents
  • Letters
  • Memo's
  • Faxes
  • Minutes of meetings

OUTPUT 6
Processed Queries

SUB-OUTPUTS

  • Deal with the query
  • Reroute query if unable to answer
  • Determine the urgency of query and prioritize
  • Keep record of messages
  • Follow up
  • Determine nature of query/ information needed

RANGE

  • Written
  • Telephonic
  • Internal
  • Internal
Customers' Queries/ Calls

  • External Customers' Queries/ Calls

OUTPUT 7
Coordinated Projects

SUB-OUTPUTS

  • Receive and analyse project
  • Obtain approval and budget
  • Establish project plan
  • Coordinate project
  • Ensure tasks are executed
  • Monitor progress
  • Inform and coordinate role players
  • Provide feedback

RANGE

  • Any Project as assigned in line with the divisional requirements

OUTPUT 8
Coordinated Resources

SUB-OUTPUTS

  • Obtain resources
  • Allocate resources
  • Interpret division's operational plan
  • Identify required and available resources
  • Implement cost effective operational systems

RANGE

  • Contractors
  • Tools
  • Equipment
  • Finances
  • Technical
  • Administrative
  • Network infrastructure
  • Human Resources
  • Research & Development
  • Efficiency Management

OUTPUT 9
Coordinated Arrangements

SUB-OUTPUTS

  • Determine need
  • Plan arrangements
  • Contract arrangements
  • Communicate arrangements
  • Confirm and record final arrangements

RANGE

  • Meetings
  • Teleconferences
  • Monthly
  • Weekly

CORE COMPETENCIES:

Functional Knowledge
Telkom Procedures; Telkom Policies; Project Management; Products; Administration; Communication; Computer Software

Functional Skills
Presentation Techniques; Planning; Controlling Techniques; Communicating; Organizing Techniques; Problem Solving; Analyzing

Attitudes/ Leadership Competencies
Business Orientated; Decisive; Dedicated; Accurate; Responsible; Assertive; Integrity; Proactive; Courteus

REQUIREMENTS:

  • Relevant 12year Business/ Project Management related certificate /3year Diploma (NQF level 5/6).
  • 3 Years relevant experience in a support environment or Grade 12 (NQF level 4)
  • 5 years relevant experience
  • Ability to work under pressure
  • Willing to work after hours
  • Willing to sign confidentiality agreement and Business Code of Ethics

Job Types:
Full-time, Permanent
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