Programme Coordinator

6 months ago

Cape Town, South Africa IOCO Full time

We are seeking a motivated Programme Coordinator to join our dynamic team. As a Programme Coordinator, you will play a crucial role in the coordination of administrative activities; and 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 ad-hoc requests as and when necessary.

What you’ll do:

  • Supports the initiative team:
    Set-up / book venues and catering (within in required SLA) for workshops, conferences, and meetings.
  • Attends the initiative meetings to take minutes, accurately, within the required guidelines and to 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 follow-up 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 day-to-day 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.

Your expertise:

  • 5 Years Project Administration experience or 3 Years Programme Coordination experience.
  • Is familiar with various project methodologies such as Waterfall and Agile/Scrum
  • MS Office: Experience in Word, Excel, MS Outlook and proficiency in PowerPoint, MS Project, and MS Teams

Qualifications required:

  • Matric
    Project Administration Certificate / Project Management Certificate
  • Agile: Certification in Agile (Introduction to Agile or Agile Fundamentals) or worked in an Agile environment for a period of 3yrs 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, co-operating 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.

Other information applicable to the opportunity:

  • Contract Position (12 Months)
  • Location: Cape Town
  • Work environment: Hybrid (3 days in the office and 2 days from home)

 

 

 

 

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