Programme Coordinator

4 days ago

Cape Town, South Africa Project Management Connection Full time

The Programme Coordinator will be responsible for the coordination of administrative activities; will assist the Programme Manager / Product Owner, Project Manager/s and team with planning, finance, and reporting requirements. Will be required to adhere to various SLAs within governance parameters in support of the successful implementation of an Initiative/s and may be required to assist with adhoc requests as and when necessary.

**The Programme Coordinator responsibilities are as follows**:
**Supports the initiative team**:

- Set-up / book venues and catering (within in required SLA) for workshops, conferences, and meetings.
- Attends the initiative meetings to take minutes and ensure completion of the meeting attendance register.
- Proactively manages meeting attendance and relevant documentation e.g., agenda, presentation packs.
- Communicates meetings and workshops to all defined parties.
- Timeously communicates / provides an update to the Programme Manager / Project Manager/s and /or Product Owner whether there is quorum for the meeting to proceed or to be rescheduled.
- Distribution of minutes within the required SLA.
- Maintain the RAID (control) log with RISKS, DECISIONS, ISSUES and ACTIONS as and when required and ensure timeous follow-up and updates of these items to ensure it is closed out correctly.
- Captures all documents in the appropriate templates. Sets up and maintains the initiative files in an orderly manner as per the BCE governance requirements.
- To ensure the initiative filing structure is kept up to date for auditing purposes.
- Updates all roadmaps / plans.
- Provides day-to-day support for the Programme / Project Manager and team.
- Responsible for managing one or more tasks within the constraints of scope, quality, time, and cost.
- Assists the Programme / Project Manager/s with project budget and finances.
- To ensure the invoice tracker and finance documents are maintained.
- To arrange travel bookings as and when required.
- Assists with adhoc requests.

**Key result areas and work descriptors**:

- Budget Control
- Liaises with finance in payment of invoices.
- Maintains all project financial information.
- Manages invoices and ensures sign off and allocation of correct codes etc.

**Personal Effectiveness**:

- Accepts and lives the company values.
- Accountable for service delivery through own efforts.
- Collaborates effectively with others to achieve personal results.
- Individually accountable for managing own time, tasks, and output quality for periods of 1 day to a maximum of 6 months.
- Makes increased contributions by broadening individual skills.

**Governance**:

- Adheres to standards and code of conduct.

**Quality Management**:

- Adheres to standards and code of conduct.

**Requirements**:

- Matric
- Project Administration Certificate / Project Management Certificate
- Is familiar with various project methodologies such as Waterfall and Agile/Scrum
- 5 Years Project Administration experience or 3 Years Programme Coordination experience
- **MS Office**: Experience in Word, Excel, MS Outlook and proficiency in PowerPoint, MS Project, and MS Teams
- **Agile**: Certification in Agile (Introduction to Agile or Agile Fundamentals) or worked in an Agile environment for a period of 3 years plus.
- **Other**: Oracle, SharePoint, Zoom, TFS and Jira.

**Competencies**:

- **Team Orientation**:

- Willingness to work with others in a team environment. This includes working towards team goals, participating in decision making, co-operating with others, and offering assistance when needed.
- **Information Monitoring**:

- Collect and review information to ensure that objectives are met. This includes setting up and/or utilising monitoring procedures to measure progress and keeping relevant people informed through feedback loops.
- **Technical Knowledge**:

- Having achieved a Full performance level of technical knowledge, related to a specific role.

**Ownership**:

- Assuming responsibility and accountability for the successful completion of tasks and adhering consistency to standards of excellence. Ensuring that all relevant detail has been considered.

**Planning & Organising**
- Establishing a course of action for self and others to ensure that goals are achieved. This includes the effective management of time and resources; and the ability to adapt plans when appropriate.

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