Programme Administrator

4 weeks ago

Johannesburg, South Africa eSoft development and technologies Full time

Our client wants to grow their team and we are looking for a programme administrator for 12 months with a possibility of an extension. The PA Transformation Programme is currently executing several critical projects in the PA Department. An experienced programme/project administer is therefore required to assist the Programme and Project managers with administration functions in these programmes.

**Objective of this Scope of Work**

The PA Transformation Programme urgently need to fill the programme administrator position, following the recent resignation of the current incumbent.

**Scope of Services Definition**

Scheduling of programme meeting, including arranging catering when required;
- assist with monthly PMO and executive reporting;
- perform secretariat duties for the programme steering committee meeting;
- taking minutes of meetings;
- updating project schedules;
- processing and filing (physical and electronic) of all programme documentation;
- reviewing and tracking programme deliverables;
- attend to project related change management material;
- assisting with on-boarding / off-boarding and vetting of new programme team members;
- travel reservations;
- communications; and
- provide and/or assist with any other services or task ancillary to, or closely related to the above

**Minimum qualification required**:

- Five to eight years’ experience in programme administration

**The following will be an added advantage**:

- Programme or project administration short courses / certification

**Key Responsibilities**
- Assist in compiling and maintaining mandatory project documentation (e.g. information relating to project charter, business case, project plan and change request) in order to ensure project compliance in terms of Programme Management Office standards and procedures.
- Collate and manage project information and reports, to ensure that relevant stakeholders are adequately informed of project status.
- Liaise with various stakeholders (internal and external) throughout project life cycle in order to maintain effective communication on all matters relating to project.
- Update and maintain project schedules, highlighting deviations, to ensure that project timelines are adhered to, and to allow for planning adjustments.
- Maintain a project repository, to ensure that project information is accessible to all stakeholders and available for audit purposes.
- Schedule meetings, consolidate information for meetings, maintain and disseminate minutes and ensure follow up of actions as per the minutes.
- Record, update and maintain lessons learnt, risks, issues and action logs, to allow management of project risks by the project manager.
- Contain and follow up on project activities in the absence of the project manager, to ensure project continuity.
- Maintain the financial spreadsheet in order to keep track of payments. This includes liaising with vendors and information technology financial management to ensure timely payment of invoices.
- Process invoices for payments.
- Assist with resource allocations.

**Competencies**:

- Strong administrative skills
- Computer literacy, especially in the Microsoft Office products, including MS Project
- A high level of written and spoken English
- Good communication skills
- The ability to work in teams, liaise with people, handle conflict and to work under pressure

**Job Type**: Contract
Contract length: 12 months

Ability to commute/relocate:

- Johannesburg, Gauteng: Reliably commute or planning to relocate before starting work (required)

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