Coordinator: Project Administrator

6 months ago

Johannesburg, South Africa Pink Elephant Full time

Responsible for provisioning of project management and administration support/ logistics, which includes documentation management, report compilation, as well as tracking of various reports and documentation. Compile project plans, coordinate budget and other resources and monitor progress and success. Also accountable for ensuring confidentiality in terms of highly confidential information. Providing attentive support to internal and external parties and ensuring consistent, efficient operations.

**RESPONSIBILITIES**:
**OUTPUT 1**

Provided Management Information

**SUB-OUTPUTS**
- Receive request/ identify and analyse need
- Align system to meet needs
- Develop management information
- Test the information
- Draw the report
- Manipulate data
- Verify integrity of data
- Analyse and interpret data
- Distribute to relevant role players

**RANGE**
- HR issues
- Financial Issues
- Operational Resources Issues
- Assets Issues
- Performance
- Lists, Inventory's classification, monthly, survey reports

**OUTPUT 2**

Provided High Level Support

**SUB-OUTPUTS**
- Receive request/ identify and analyse need
- Process request
- Provide feedback

**RANGE**
- Weekly Statistics
- Meetings
- Orders
- Equipment
- Stationery
- Office Functioning
- HR issues
- Telkom Board Issues
- HRRC
- Operational
- Financial Issues
- Budget
- Tracking
- Workshops
- Forums
- Meetings

**OUTPUT 3**

Managed Office Environment

**SUB-OUTPUTS**
- Establish personal preferences
- Manage the office
- Organize office equipment
- Maintain office equipment

**RANGE**
- Office furniture and equipment

**OUTPUT 4**

Handled Finances

**SUB-OUTPUTS**
- Control own budget for purchasing office requirements
- Ensure security of petty cash
- Check and prepare documentation and expenditure
- Reconcile expenditure
- Flag over expenditure
- Collect tax invoices and receipts
- Balance petty cash book
- Obtain approval for replenishing
- Replenish petty cash

**RANGE**
- Includes petty cash, S & T, advances, cheque requests etc.
- Includes stationery, office equipment, refreshments, medical kit, training etc.

**OUTPUT 5**

Processed Documents

**SUB-OUTPUTS**
- Determine nature and type of document
- Identify relevant information
- Validate questionable information
- Prepare document
- Proofread document
- Bind document
- Distribute document
- Follow-up to confirm receipt

**RANGE**
- Computerized documents
- Letters
- Memo's
- Faxes
- Minutes of meetings

**OUTPUT 6**

Processed Queries

**SUB-OUTPUTS**
- Deal with the query
- Reroute query if unable to answer
- Determine the urgency of query and prioritize
- Keep record of messages
- Follow up
- Determine nature of query/ information needed

**RANGE**
- Written
- Telephonic
- Internal
- Internal Customers' Queries/ Calls
- External Customers' Queries/ Calls

**OUTPUT 7**

Coordinated Projects

**SUB-OUTPUTS**
- Receive and analyse project
- Obtain approval and budget
- Establish project plan
- Coordinate project
- Ensure tasks are executed
- Monitor progress
- Inform and coordinate role players
- Provide feedback

**RANGE**
- Any Project as assigned in line with the divisional requirements

**OUTPUT 8**

Coordinated Resources

**SUB-OUTPUTS**
- Obtain resources
- Allocate resources
- Interpret division's operational plan
- Identify required and available resources
- Implement cost effective operational systems

**RANGE**
- Contractors
- Tools
- Equipment
- Finances
- Technical
- Administrative
- Network infrastructure
- Human Resources
- Research & Development
- Efficiency Management

**OUTPUT 9**

Coordinated Arrangements

**SUB-OUTPUTS**
- Determine need
- Plan arrangements
- Contract arrangements
- Communicate arrangements
- Confirm and record final arrangements

**RANGE**
- Meetings
- Teleconferences
- Monthly
- Weekly

**CORE COMPETENCIES**:
**Functional Knowledge**

Telkom Procedures; Telkom Policies; Project Management; Products; Administration; Communication; Computer Software

**Functional Skills**

Presentation Techniques; Planning; Controlling Techniques; Communicating; Organizing Techniques; Problem Solving; Analyzing

**Attitudes/ Leadership Competencies**

Business Orientated; Decisive; Dedicated; Accurate; Responsible; Assertive; Integrity; Proactive; Courteus

**REQUIREMENTS**:

- Relevant 1-2-year Business/ Project Management related certificate /3-year Diploma (NQF level 5/6).
- 3 Years relevant experience in a support environment or Grade 12 (NQF level 4)
- 5 years relevant experience
- Ability to work under pressure
- Willing to work after hours
- Willing to sign confidentiality agreement and Business Code of Ethics

**Job Types**: Full-time, Permanent

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