Junior Project Co-ordinator

2 days ago

Pietermaritzburg, South Africa Kerry Kopp Recruitment Full time

**Qualifications**:

- Matric (Grade 12 Certificate)
- BCom General degree or similar
- CAPM/PMP certification is advantageous

**Legal requirements**:

- Possession of a valid Code 08/EB drivers license

**Experience**:

- 2 years of Project Administration/co-ordinators experience.
- Project management or financial short courses
- CAPM/PMP certification is advantageous
- MS Suite
- Jira

**Proactive Planning**
Provide scope documents to business and assist with the scoping and approval of the project concept. Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.

Administer CAPEX forms for CAPEX projects and provide a budget proposed budget to the capex committee.

Generate new capex number and keep a capex register.

Organizing, attending, and participating in stakeholder meetings. Entering new decisions, actions and meeting minutes into their respective logs and ensuring that it is always up to date.

Onboarding off suppliers, requesting purchase orders as well as drafting and distributing supplier appointment letters if behalf of the company.

**Implementation**
Track and recon expenses on each project. Forecast weekly, monthly, and annual costs to stay as closely aligned to the budget as possible and report this to the finance manager. In the event the project goes over budget this must be communicated to the finance manager and managing director immediately.

Have weekly update meetings with the relevant project owners and assist where required.

Coordinate internal and external timelines and communicate deviations from the original baseline to the business.

**Monitoring**
For software projects test cases are to be set at the start of a project and must be authorised by the relevant manager. As a quality control measure test cases must be run before live deployment. The results of the test cases must be communicated to project team and stakeholders before live deployment to ensure deliverables meet the requirements.

Set baselines at the start of the projects to track progress. As the project progresses compare them to the actuals.

Attend weekly capex, sprint review and planning meetings and ensure all actionable tasks are actioned by the set due date.

Attend monthly finance meetings to communicate the progress of existing projects and the initiation of new projects that are required to be entered into the WIP account.

Have a look at all the capex transactions that have been entered into the WIP account and ensure they match the project budget and re-allocate where necessary.

Keep a software support log, prioritise the support and action requests with external software suppliers.

**Closing/handing over**
Draft and provide the project owner with project closure documents to describe the handover from projects to operations. Once the document has been completed by the project owner, revise the document and ensure that all procedures and policies have been adhered to

Assist where necessary in drawing up an SOP document to describe the new procedures and mannerisms introduced by the project that are to be carried across the business. Revise the document to ensure that all procedures and policies have been adhered to.

Recon the projects expenses on a spreadsheet and submit this together with all the invoices and capex forms to the finance department to capitalise the project.

**Project support/Business Analysis**
Setting up meetings with various stakeholders to gather business requirements, uncovering areas for improvement, reviewing the current operations process and documenting new processes in the form of SOP documents as the business grows.

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