Project Administrator

2 weeks ago

Johannesburg, South Africa Charities Aid Foundation (CAFSA) Full time

**Job Title: Project Administrator**

We are seeking a competent and proactive Project Administrator to join our team and support the successful execution of various projects. As a Project Administrator, you will be responsible for a wide range of tasks involving SAPF’s clients. The position is based largely at SAPF offices in Maboneng, Johannesburg with some travel to project sites.

**Key Responsibilities**

1. Documentation Management: Maintain project documentation such as contracts, agreements, project plans, schedules, meeting minutes, and reports.

2. Communication: Facilitate communication between team members, stakeholders, and project managers. This includes sending out announcements, scheduling meetings, and responding to inquiries.

3. Scheduling and Coordination: Organize meetings, appointments, and events related to the project. This may involve scheduling resources, booking venues, and coordinating travel arrangements.

4. Budget Tracking: Assist with budget management by tracking project expenses, processing invoices, and maintaining financial records.

5. Resource Management: Help allocate and track project resources such as equipment, materials, and personnel.

6. Risk Management: Identify, document, and track project risks and issues. Assist in the development and implementation of risk mitigation strategies.

7. Reporting: Generate and distribute regular project status reports to stakeholders. This may include progress updates, milestone achievements, and budget variance analysis.

8. Quality Assurance: Ensure that project deliverables meet quality standards by assisting in quality control processes and conducting quality checks.

9. Administrative Support: Provide general administrative support to the project team, such as filing, data entry, and maintaining project-related databases.

10. Meeting Facilitation: Organize and facilitate project meetings, including preparing agendas, distributing materials, and recording meeting minutes.

11. Change Management: Assist in managing changes to project scope, schedule, and budget by documenting change requests and coordinating change control processes.

12. Team Support: Support the project team with administrative tasks, such as scheduling training sessions, ordering supplies, and arranging team-building activities.

13. Overall Responsibility: Play a crucial role in supporting the smooth and efficient execution of project activities by providing administrative, coordination, and communication support to the project team and stakeholders.

14. Conduct Site Visits and assist the larger project teams in site.

15. Monitoring and Evaluation: Track and assess the results of interventions throughout the life of a program or project deliverables.

16. Preliminary Research: Conduct preliminary research as required to support project activities.

**Qualifications**

Bachelor's degree in business administration, project management, or related field.

Proven experience in project administration or coordination role.

Excellent communication and interpersonal skills.

Strong organisational and multitasking abilities.

Proficiency in project management software and Microsoft Office Suite.

Attention to detail and ability to work under pressure.

Application Deadline: 2024/04/30

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