Programme Coordinator

1 week ago

Cape Town, Western Cape, South Africa Project Management Connection Full time

The Programme Coordinator will be responsible for the coordination of administrative activities; will assist the Programme Manager / Product Owner, Project Manager/s and team with planning, finance, and reporting requirements.

Will be required to adhere to various SLAs within governance parameters in support of the successful implementation of an Initiative/s and may be required to assist with adhoc requests as and when necessary.


The Programme Coordinator responsibilities are as follows:

Supports the initiative team:

  • Setup / book venues and catering (within in required SLA) for workshops, conferences, and meetings.
  • Attends the initiative meetings to take minutes and ensure completion of the meeting attendance register.
  • Proactively manages meeting attendance and relevant documentation e.g., agenda, presentation packs.
  • Communicates meetings and workshops to all defined parties.
  • Timeously communicates / provides an update to the Programme Manager / Project Manager/s and /or Product Owner whether there is quorum for the meeting to proceed or to be rescheduled.
  • Distribution of minutes within the required SLA.
  • Maintain the RAID (control) log with RISKS, DECISIONS, ISSUES and ACTIONS as and when required and ensure timeous followup and updates of these items to ensure it is closed out correctly.
  • Captures all documents in the appropriate templates. Sets up and maintains the initiative files in an orderly manner as per the BCE governance requirements.
  • To ensure the initiative filing structure is kept up to date for auditing purposes.
  • Updates all roadmaps / plans.
  • Provides daytoday support for the Programme / Project Manager and team.
  • Responsible for managing one or more tasks within the constraints of scope, quality, time, and cost.
  • Assists the Programme / Project Manager/s with project budget and finances.
  • To ensure the invoice tracker and finance documents are maintained.
  • To arrange travel bookings as and when required.
  • Assists with adhoc requests.

Key result areas and work descriptors:

  • Budget Control
  • Liaises with finance in payment of invoices.
  • Maintains all project financial information.
  • Manages invoices and ensures sign off and allocation of correct codes etc.

Personal Effectiveness:

  • Accepts and lives the company values.
  • Accountable for service delivery through own efforts.
  • Collaborates effectively with others to achieve personal results.
  • Individually accountable for managing own time, tasks, and output quality for periods of 1 day to a maximum of 6 months.
  • Makes increased contributions by broadening individual skills.

Governance:

  • Adheres to standards and code of conduct.

Quality Management:

  • Adheres to standards and code of conduct.

Requirements:

  • Matric
  • Project Administration Certificate / Project Management Certificate
  • Is familiar with various project methodologies such as Waterfall and Agile/Scrum
  • 5 Years Project Administration experience or 3 Years Programme Coordination experience
-
MS Office: Experience in Word, Excel, MS Outlook and proficiency in PowerPoint, MS Project, and MS Teams
-
Agile: Certification in Agile (Introduction to Agile or Agile Fundamentals) or worked in an Agile environment for a period of 3 years plus.
-
Other: Oracle, SharePoint, Zoom, TFS and Jira.

Competencies:

-
Team Orientation:

  • Willingness to work with others in a team environment. This includes working towards team goals, participating in decision making, cooperating with others, and offering assistance when needed.
-
Information Monitoring:

  • Collect and review information to ensure that objectives are met. This includes setting up and/or utilising monitoring procedures to measure progress and keeping relevant people informed through feedback loops.
-
Technical Knowledge:

  • Having achieved a Full performance level of technical knowledge, related to a specific role.

Ownership:

  • Assuming responsibility and accountability for the successful completion of tasks and adhering consistency to standards of excellence. Ensuring that all relevant detail has been considered.

Planning & Organising

  • Establishing a course of action for self and others to ensure that goals are achieved. This includes the effective management of time and resources; and the ability to adapt plans when appropriate.

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