Project Administrator

3 days ago

Midrand, South Africa DBSA Full time

The purpose of the Project Administrator is to provide PPD with project and team administration support...

**Key Responsibilities**:
**1. Project Administration**
- Administer the master schedule to support the project manager with the development and implementation of

the project schedule and management plan.
- Support the project team’s efforts in the development of the project plan and translate the plan into a workable

project schedule.
- Analyse the project schedule for time impacts, delay analysis as well as forecasting (trend analysis, including

schedule reserve) and provide early warnings on anticipated changes to the schedule.
- Identify milestones and the critical path (including multiple / near critical paths)
- Provide administrative support to the department, including:

- Manage day-to-day administrative activities
- Manage diaries and arrange meetings
- Take minutes, distribute for inputs and follow-up on actions required
- Perform secretariat functions for the project steering governance committees established for the management

of specific projects / programmes, ensuring compliance with governance prescripts.
- Provide administrative support for procurement and contract management, submission and processing of

invoices and claims.
- Liaise with internal and external stakeholders (procurement, finance, business recovery unit, risk, human

capital, etc) on administrative requirements.
- Implement systems to track performance throughout the life cycle of projects and the programme and take

responsibility for system’s (SAP) information accuracy, updates and quality management.
- Participate actively in projects deliverables using specific systems and programmes ensuring that tracking

occurs throughout the implementation phase.

**2. Project Reporting and Records Management**
- Monitor, analyse and report on schedule performance across programmes and projects.
- Consolidate reports on the performance of programmes against targets and highlighting risks or concern (i.e.,

non-performing service providers, process of system failures, non-compliance).
- Consolidate monthly programme cost reports, including project variances of actuals vs. budgets and update

forecasts.
- Collate reports, including accounting information, 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.
- Maintain the record and retrieval systems, including the programme and project document repository, a paper

and e-filing system.
- Coordinate service providers’ database administration to ensure central repository of information on sector

specific service providers.

**3. Team Administration**
- Maintain and manage the diary of Heads and Specialists.
- Responsible for document flow in and out of the Heads offices.
- Develop and maintain advanced record keeping (manual / electronic) and filling systems for the Unit.
- 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 Heads. - Undertakes all administrative duties (i.e. filing, drafting of agendas, minute taking, follow-up on action items,

etc).
- Responsible for arranging of local and international travelling arrangements and the processing of claims.
- Accountable for arranging various events for the Unit/s (strategy sessions, functions, etc.)
- Undertake procurement administration on behalf of the Unit.
- Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor

implementation thereof.
- Coordinate the preparation of the Unit budgets and monitors spend thereof together with the relevant Head.
- Participate in meetings and interactions in order to ensure the recording of decisions and follow-up.
- Coordinate Unit 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, Steering

Committees, Business Review, Management Committees, Ad hoc Resolutions from specific committees

(secretariat).

**Key measurements of outputs**
- Successful project administration of agreed projects, programmes and assignments.
- Management of diaries and schedules
- Management of office administration (budget, procurement, presentations, etc.)
- Accuracy and quality of minutes. Effective follow-up of action lists.
- Effective record keeping.
- Quality of documents, presentations and reports.
- Clean audit Effective record keeping management and retrieval systems.
- Generating and quality assuring information, report and documents.
- Providing project related management information.

**Key Internal Liaison Relationships**

1. PPD Executive & PPD Unit Heads

2. DBSA Divisions & Staff

**Key External

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