Project Administration Assistant

4 months ago

Pretoria, South Africa Technology Innovation Agency Full time

**Job Advert Summary**:
**Job Purpose**: To generally supports the National Project Technical Expert and Coordinator in day-to-day execution of the project, procurement processes, monitoring of project funds availability and reporting.

Technology Innovation Agency (TIA) is a talent driven, customer
- centric and impact focused organisation. In our endeavour to support technology innovation with socio-economic outcomes, we seek to infuse the organisation with team players that find resonance as value creators, agile thinkers, progressive attitudes, customer-centricity, dynamic work ethic and an optimistic disposition. We aim to harness these attributes in a manner that they culminate into a culture of teamwork, impact and accountability.

**Minimum Requirements**:
**Qualification and Experience**
- Three (3) years qualifications in Project Management or equivalent
- 3 years experience in project administration, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the project management
- Experience in organization of public events, trainings and meetings.

**Duties and Responsibilities**:
**Financial Perspective**
- Assisting in projects financial resources management, Human Resources Management, efficient procurement, and logístical services
- Assisting in the preparation of payments requests for operating expenses, salaries, insurance, etc. against project budgets and workplans

**Stakeholder Management**
- Support the maintenance of the GCIP national on-line platform
- Support the facilitation of networking and management of networks

**Internal Processes**
- Providing required support in organizing/conducting project activities.
- Drafting minutes of Project Steering Committee and other project-related meetings.
- Conducting administrative follow-up as needed for all activities.
- Collecting project-related information and supporting the NPC in the preparation of reports as set out in the workplan.Supporting the follow-up on project auditing issues.
- Maintaining up-to-date files and records of project documentation.Providing logístical support for workshops and other meetings as tasked by the NPC.
- Supporting the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports, and any other required project reports.
- Arranging external and internal meetings (including the meetings of the Project Steering Committee, technical meetings, as well as other relevant meetings, etc.).
- Assisting in organizing, executing, and coordinating logístically public events, like seminars, training, workshops, forums, and exhibitions.
- Providing general office assistance such as responses to complex information requests and inquiries; reviewing and responding to the routine incoming correspondence; performing routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
- Support the collection and consolidation of GCIP M&E data and reporting

**Learning and Growth**
- KPA’s are understood and achieved as agreed upon in the Performance agreement
- Review performance against agreed performance standards
- Live the values and culture of TIA
- Identify and implement development opportunities to ensure continuous improvement of work effectiveness and efficiency, aligned to Portfolio Manager or Programme Manager career ladder agreed with Head.
- Organisation Information Systems and tools are optimally utilized to execute core tasks

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