Senior Programme Administrator: Competitiveness

**About the Position**

The Senior Programme Administrator CIS is responsible for:

- Co-ordinate programme logistics and payments for service providers
- Co-ordinate and prepare invoices on behalf of the programme
- Co-ordinate and prepare monthly financial reconciliations for the programme
- Provide professional administrative support to all members of the programme and relevant stakeholders.
- Be a central node of communication to programme stakeholders
- Generate SharePoint folders and maintain uploading of programme documents and records
- Receive monthly performance reports from regions
- Verify the evidence submitted by regions and populate the dashboard
- Compile the WPC reports, CIS reports and submit to Operations Management Committee (OpsManCo), Executive Committee (ExCo), DTIC, and other relevant stakeholders
- Maintain the portfolio of evidence for access and usage by the auditors (internal and external), and evaluators
- Provide administration for WPC Joint Committee and Expert Committee Meetings
- Maintain list of stakeholders - invite to events, share knowledge publications such as Electronic Newsletter
- Compile professional minutes for all meetings, events and workshops

**EDUCATION AND EXPERIENCE**:

- Minimum: Post Matric qualification in Public Administration/Business Management/Project Management/ or equivalent NQF Level 6 qualification provided all other job specifications are satisfied
- 5 years secretarial experience
- 2 years project administration
- Experience in service industry an advantage
- Public relations experience
- Experience in organising and planning events
- Events coordination and facilitation
- Experience in financial management.

**Desired Education Level**
- Honours

**ADVERSE WORKING CONDITIONS**:
Work overtime as per business demands.

**REQUIRED IN-HOUSE TRAINING**:

- Stakeholder management
- Events coordination
- Project coordination/administration skills
- Basic knowledge and understanding of Productivity SA Policies, procedures and programmes.

**KNOWLEDGE AND SKILLS**
- Planning and organising skills
- Excellent written and oral communication skills
- Good interpersonal skills
- Communication skills
- Administration skills
- Planning and organising skills
- Decision-making skills
- Advanced computer literacy (MS Office package, SharePoint, MS Teams)

**ATTRIBUTES**:

- Attention to details
- Stress handling & coping capabilities
- Team player
- Conflict handling
- Independent thinker
- Initiative
- Creativity
- Judgement
- Networking abilities.

**RESPONSIBILITIES**:

- ** Providing logístical services to programme stakeholders**: coordinate all logistics for the programme as requested by the Senior Manager-CIS; collate project feedback reports on a regular basis; coordinate programme meetings/forums & workshops and distribute all relevant documentation timeously (minutes/notes/monthly progress reports/research documents); arrange all travel requirements (both local and national) for Senior Manager-CIS, team members, service providers and other stakeholders as required; coordinate and distribute all tender documentation and related activities (as and when required).
- ** Programme events management**: manage arrangement of the Workplace Challenge Programme internal and external events; coordinate WPC marketing events including seminars, workshops, conferences; identify strategic platform or man exhibition stands.
- ** Information management**: receive monthly reports from regions and upload on SharePoint; verify the evidence and update the dashboard; distribute reports (electronic and physical) and other information to WPC stakeholders; coordinate and prepare programme operations and management report; provide efficient and professional information to internal and external stakeholders.
- ** Stakeholder communication**:communicate with all programme stakeholders on a regular basis; update programme information timeously, eg, cluster activities, website; advise Senior Manager CIS and members of programme on important milestones, e.g., deadlines etc; identify communication deficiencies and provide regular feedback to the Senior Manager CIS; focus on good interpersonal relations, coordinate programme events, eg, milestone meetings and dinners, progress meetings at different venues, etc.
- ** Coordination of the programme’s finances/accounts**: arrange and organise payment of service providers; collect and receive invoices of service providers; sort and check invoices and all supporting documentation; compile financial reconciliation statements for the programme and ensure invoice packs are signed off; generate summary spreadsheet and invoice packs; code and check invoice packs with Executive Manager CIS for internal sign-off.
- ** Office administration**: set up and maintain a central filing and database for the programme, e.g., reports, contracts, evidence, etc; prepare presentations and relevant documents for programme members; resolve telephonic and fax