Programmer Administrator

2 weeks ago

Midrand, Gauteng, South Africa DBSA Full time
The purpose of this role is to facilitate all administrative aspects of the project and to take responsibility for the
people resources at a programme level.

Key Responsibilities:

1. Operational Functions
a) Attend to all program / project administration requirements including arranging and administering
stakeholder interactions, budget and cost administration, record keeping and general administrative
support to the project team
b) Facilitate compliance with relevant standards, policies and procedures for the relevant programmes and
projects
c) Create a project information library/Project Artefact Library and manage ad-hoc and standard project
information

d) Create project files for all projects within the program according to best practice project management
process of the PMBOK
e) Liaise with document control and planners to ensure coding and numbering of program documentation
align and comply to the programme
f) Monitor library to ensure required information and/or documentation are archived as per the Infrastructure
Delivery Division standards
g) Administer contracts under the guidance of the programme or project manager (scheduling, project
meetings, progress reporting)
h) Liaise with Programme or Project Accountant with regards to project budgets and costs
i) Plan, arrange and monitor project resources, materials and equipment to support the project team
j) Make logístical arrangements for team members
k) Coordinate and schedule training
l) Review and validate scope information and capture in scope change register
m) Capture and submit change request to Project Manager for elevation
n) Update scope change request register and applicable project documentation and registers
o) Support the Programme Manager with the following tasks:
aa. developing a project plan from concept to completion
bb. ensuring project activities are scheduled
cc. assist project manager in costing all activities
dd. confirm availability of all site handing over documents and inspection sheets
ee. confirming commissioning, hand over and sign-off of the project (s)
p) Monitor site progress and liaise with contractors and Programme Manager with regard to site progress
q) Monitor the implementation of the Occupational, Health and Safety Act and any audit report findings

  • Financial Management Functions
a) Monitor project finances, in conjunction with the programme accountant and report on project spending
b) Identify, analyse and report on project slippages and recommend corrective actions
c) Support the Programme Manager with the following tasks:
aa validating invoices/claims submitted by contractors
bb anticipating problems and claims for increased costs due to late access, later material delivery, and
minimising the effect thereof

Key Measures/KPIs
(1) Arranging and administering stake holders interaction
(2) Facilitate compliance with relevant standards, policies and procedures
(3) Monitor, capture and submit changes to project manager for evaluation
(4) Monitor project finance
(5) Identify, analysis and report on project slippery

Expertise & Technical Competencies:

Minimum Requirements
a) Minimum qualification required is a relevant '1'diploma in project management and administration
b) A minimum of 3 to 4 years of experience in a similar function
c) Basic knowledge of the PMBOK
d) Proven track record in managing high performance professional teams
e) In-depth experience of working in infrastructure delivery related fields.
Skills and competencies
a) Good knowledge of project and contract management
b) MS Office and MS Project or other project scheduling tools
c) Experience in infrastructure delivery and/or spatial integration
d) Understanding of government priorities, systems and processes
e) Understanding of stakeholder and brand management.
f) Strong verbal and written communication skills

Required Personal Attributes:

Technical

  • Written Communication
a. Understands that different writing styles are required for different documents or audiences.
b. Write effective correspondence, prepares questions and reports, statements of circumstance and
briefing notes.
c. Has a solid mastery of writing principles such as grammar, sentence construction etc.

2. Reporting
a. Designs / customizes reports to meet user needs.
b. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and
includes in a report.
c. Keeps standard reports under review and proposes improvements to meet user needs.

3. Problem Solving
a. Identifies complex problems based on a broad range of factors, many of which are ambiguous or
difficult to define.
b. While remaining guided by organisational values, identifies optimal solutions, thinking first in terms of
possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
c. Implements solutions to complex proble

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