Assistant Project Manager

3 weeks ago

Durban, South Africa Islamic Relief South Africa Full time

**Purpose of Position**

The Assistant Project Manager will play a central role in ensuring that the main elements of the project are achieved in a timely and effective manner.

**Responsibilities**:

- Liaising with project stakeholders concerning project details and deliverables
- Assisting in the planning and implementation of projects
- Helping to coordinate and manage project tasks and deliverables
- Analysing data as required
- Conducting administrative duties, such as setting up meetings, and drawing estimates
- Tracking and reporting project progress
- Performing other duties assigned by the Project Manager in an orderly and efficient manner
- Provide assistance and support for the planning and implementation of the project and activities
- Provides assistance to the Project Manager with updating of databases, the administration of projects, and the preparation of documentation for the organization
- Assists in the coordination, monitoring and evaluation of programmes/projects; carries out periodic status reviews; identifies issues and initiates requisite follow-up actions.
- Researches, compiles, analyses, summarizes and presents basic information and technical data on specific programmes/projects and related topics and issues.
- Drafts correspondence and communications related to all aspects of programme/project administration, including work plans, revisions and other related issues, as well as prepares team contributions for a variety of periodic reports.
- Serves as focal point for coordinating, monitoring and expedition of programme/project implementation activities in consultation with Project Manager
- Assists with preparation for meetings and conferences
- Takes notes and drafts executive summaries of meetings.
- Serves as the focal point for administrative coordination on specific meetings and project implementation activities undertaken by the team, involving liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. travel arrangements, training, authorization of payments, disbursement of funds, procurement of equipment and services.
- Provides general office assistance for the team; responds to complex information requests and inquiries; reviews, logs, and incoming correspondence; sets up and maintains files/records

**Admin Management and Controls**
- Assist with the efficient administration of the project in terms of finances, keeping of records/minutes and other administrative tasks as required.
- Update the server with all relevant documents as per project
- Follow up with procurement department for all requests submitted.

**Project Monitoring**
- Communicate progress, risks, expectations, timelines and milestones to appropriate stakeholders.
- Establish and maintain a usable and well-communicated schedule for all phases of the projects, ensuring effective Monitoring and Evaluation system.
- Conducting regular field visits with Project Manager to ensure effective implementation of projects activities.
- Provide on-site leadership for project team by building and motivating team members to meet project goals, adhering to their responsibilities and project milestones

**Reporting**
- Provide monthly narrative reports and submit to Project Manager
- Develop regular projects updates as required and timely narrative activity reports, as required.
- Monitor and report on a monthly basis actual expenditure and review the budget requirements if need be with line manager and Support Officer
- Maintain database management
- Qualitative reporting and implementation model ensured

**Others**
- Any other duties assigned by the Project Manager or RPC

**Key interfaces**:

- Head of Programs Department
- Regional Programmes Coordinator
- Support Programmes Officer
- IRSA departments
- Programs team

**Educational Qualification**:

- Relevant University Degree

**Skills & Knowledge Required**
- 3+ years’ experience in project management or administrative assistance
- Proficiency in any management software
- Strong written and oral communication skills
- Excellent multitasking skills
- Ability to work under pressure with mínimal supervision
- Excellent problem-solving skills
- Detail-oriented and highly organized

**Key Islamic Relief Qualities Required**
- It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:
¨ **Excellence (Ihsan)**:Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.

¨ **Sincerity (Ikhlas)**:In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity

¨ **Social Justice (Adl)**:Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed

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