Project Administrator

3 months ago

Midrand, South Africa DBSA Full time

The Infrastructure Fund (IF) announced by the President in September 2018 addresses the need for a dedicated blended financing facility for infrastructure programme projects. The IF aims to transform public infrastructure financial provisioning using “blended” finance - combining capital from the public and private sectors, and Development Finance Institutions (DFI’s)/ Multilateral Development Banks (MDBs). This will be dedicated to meeting the financing requirements for hybrid projects.
The mandate of the Infrastructure Fund has been captured in a Memorandum of Agreement (MOA) between the National Treasury, Infrastructure South Africa (ISA), and the DBSA entered into on 17 August 2020.
The purpose of the Project Administrator is to provide the Infrastructure Division with project and team administration
support.

**Key Responsibilities**:
Project Administration
- Provide project administration support to the Infrastructure Fund Team.
- Support the project sponsor/owner/lead with the following tasks:

- developing a project plan from concept to completion using an appropriate project methodology (Pmbok, Prince);
- ensuring project activities and meetings are scheduled;
- taking minutes and drafting of action lists for each project;
- follow-up on action list to ensure delivery;
- confirming commissioning, hand over and sign-off of the projects;
- monitor project progress in liaison with project sponsor/owner/lead;
- validating invoices/claims submitted by contractors / vendors for payment; and
- overall project accounting from the start to the finish of the project
- In liaison with the project sponsor/owner/lead manage the programme budgets and costs.
- Provide project sponsor/owner/lead with monthly project cost reports, including project variances of actuals vs. budgets, and updating forecasts.
- Prepare project files for all projects according to best practice project management methodology/ies.
- Assist with supply chain requirements; i.e. preparing requests for tender, sole source motivations, quotes, etc.
- Processing of invoices through the supply chain processes and systems.
- Facilitate compliance with relevant standards, policies and procedures for the relevant projects.
- Create a project information library and manage ad-hoc and standard project information.
- Monitor library to ensure required information and/or documentation are archived as per the project requirements.
- Administer contracts under the guidance of the project sponsor/owner/lead (scheduling, project meetings, progress reporting)
- Assist the project owner/sponsor/lead with project administration duties. These include, amongst others:

- Prepare and update project plan documents
- Develop weekly and monthly feedback reports or as required
- Create and maintain performance dashboards per project / programme
- Prepare various presentations and reports on project / programme performance updates for the various Steering Committees, Exco and Board.
- Update scope change request register and applicable project documentation and registers.
- Schedule meetings, consolidate information for meetings, maintain and disseminate minutes and ensure follow up of actions as per the minutes.
- Assist with any project administration duties as assigned.

Team Administration
- Maintain and manage the diary of CIO (IF), Heads and Specialists. This would include scheduling of appointments, arranging meetings, collecting visitors from reception and organizing refreshments.
- Attend to general queries made to the CIO (IF) / Heads and answer and screens incoming calls.
- Responsible for document flow in and out of the CIO (IF) and Heads offices.
- Develop and maintain advanced record keeping (manual / electronic) and filling systems for HC Team.
- Performs high level administrative and secretarial duties including typing, editing of reports and preparing presentations.
- Compilation of confidential correspondence and general documentation on behalf of the CIO (IF) and Heads.
- Undertakes all administrative duties (i.e. filing, photocopying and minute taking).
- Responsible for arranging of local and international travelling arrangements and the processing of claims.
- Accountable for arranging various events for the Infrastructure Fund Division (strategy sessions, functions, etc.)
- Undertake procurement administration on behalf of the CIO (IF) and Heads.
- Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor implementation thereof.
- Coordinate the preparation of the Infrastructure Fund budgets and monitors spend thereof together with the CIO (IF) and relevant Head.
- Participate in meetings and interactions in order to ensure the recording of decisions and follow-up.
- Coordinate Infrastructure Fund Audits and follow-up on action items.
- Coordinate Risk Management requests and follow-up on action items.
- Coordinate and assist in the preparation of reports and submissions to Project Committees, Stee

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