Project Administrator

5 months ago

Midrand, South Africa DBSA Full time

The Project Administrator’s key purpose is to provide efficient project administration support to the Office of the Group Executive Project Preparation and the Division’s Team.

..

**Key Responsibilities**:
**Technical outputs**.

1. Administrative support:
a. Provide informed and proactive administrative support to the team;
b. Assisting the team with tender coordination with government stakeholders that form part of the committee and/or panels;
c. Liaising with external stakeholders and service providers on routine matters.

d. Maintaining a proper filing system for the documents required by the team for reference purposes (e-filing and hard copies where required) for all documents (over and above the documents kept in the central registry);
e. Arrange workshops, co-ordinate activities/events.

f. Develop and maintain appropriate record and retrieval systems, including the programme and project document repository.

2. Monitoring activities:
a. Update, report and monitor Divisional performance against set BSC targets;
b. Provide monthly reviews and analysis of Portfolio performance, financial reporting and exposures;
c. Monitor key business performance areas and highlight issues of possible risk or concerns (i.e. defaulters, process or system failures, non-compliance, etc.);
d. Making sure that the unit’s business pipeline record is maintained and kept up to date at all times and that a proper database of clients is maintained at all times.

3. Systems:
a. Take responsibility for system’s (SAP) information accuracy, updates and quality management;
b. Participates actively in projects deliverables using specific systems and programmes ensuring that tracking occurs throughout the implementation phase.

4. Reporting:
a. Prepare reports, summarising and forecasting project activities and financial performance in (i.e. disbursements and projections, income and expenditure) current and expected operations for portfolio projects and programmes.

**Key measurements of outputs**:
1. Job category KPI:
a. Planning and organising efficiencies;
b. Generating quality documents;
c. Effective record management and retrieval systems;
d. Good quality reports and accurate information generation;
2. Unit KPI’s:
a. Systematic tracking of all projects in the Unit;
b. Providing current and accurate project related management information.

3. Team behavioural KPI’s:
a. Effective and productive relationships with the Project Preparation team members.

Key Internal Liaison Relationships

1. Project Preparation Professionals;
2. GE: Project Preparation;
3. Other divisions (as required).

Key External Liaison Relationships

1. Service Providers;
2. Government departments.

**Expertise & Technical Competencies**:
1. Minimum Requirements:
a. Grade 12 / Matric with 3 years tertiary qualification;
b. Minimum 3 years relevant administrative and intermediate financial experience, or 5 years similar experience in a project management environment

c. Advanced level of proficiency in MS office packages, especially Excel and MS Project

d. Must have knowledge of SAP.

2. Desirable Requirements:
a. Procurement experience

**Technical Competencies**:
1. Written & Verbal Communication

a. Technically experienced and fully competent writer: can write independently various technical and non-technical documents.

Uses a clear and easily understood writing styles when communicating technical information to non-technical employees or individuals.

b. Able to explain procedures, or familiar concepts, adapting the words or explanation to suit the person or the situation.

2. Computer Literacy

b. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.

c. Adapts method of working to accommodate changes in the technological developments.

3. Data Collection and Analysis

a. Based on knowledge of the reasons behind the analysis, is able to define the most appropriate means of data collection.

b. Is able to develop formats for data collection.

c. Is able to define the most appropriate internal and external data/information sources.

d. Identifies key facts in an array of data, recognises when pertinent facts are incorrect, missing, or require supplementation or verification.

e. Breaks down data into component parts to understand the nature and relationship of the parts.

4. Project Management

a. Demonstrates a practical knowledge of project management principles and techniques.

b. Plans, defines, and manages projects within a department or area.

5. Reporting

a. Prepares both standard and non-standard reports to time and quality standards.

b. Collate and analyses readily available data for inclusion in a report.

**Required Personal Attributes**:
**Behavioural Competencies**:
1. Achievement Orientation

a. Delivers work on time and quality and follows through on agreed commitments.

b. Views new work experiences as an opportunity for growth.

c. Reacts imm

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