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Project Management Administrator

2 weeks ago

Cape Town, South Africa Project Management Connection Full time

**Financial Administration**
- Update the project budget and execute monthly cost & projection reporting
- Manage account payments for various vendors
- Capture Purchase Orders and invoices and resolve and follow up on budget queries
- Coordinate PPO time capturing by ensuring that all relevant resources has booked their monthly time on PPO before month-end closure.
- Support to Manager with monthly cost & projection reporting.

**Project Admin/Support**
- Support to project manager and project team including managing PM diary and assisting with queries from large project team (Agile)
- Project maintenance and updates on PPO and SharePoint and logging of issues, dependencies & risks for reporting and managing purposes on PPO
- Communicate & follow up on actions and give daily feedback to Manager e.g. daily stand-ups, Kanban Boards or Planner updates etc.
- Quality Minute-taking & distribution within 48 hrs (2 days).
- Interpretation and update of Project Plans on MS Project or Planner apps.
- Accurate reporting according to standards (weekly dashboard & monthly progress reports).
- Arrange meetings, venues, catering, equipment set up & removal (virtual & in person)
- Diary management: schedule & acceptance of meetings & project specific mail administration.
- Keep birthday, telephone or any other registers updated as required by the project.
- Create positive influence on morale of project team

**Office Administration**
- Log equipment breakdowns and infrastructure problems with helpdesks & track progress of calls to completion.
- Asset Management for all equipment on project.
- Log equipment breakdowns and infrastructure problems with helpdesks & track progress of calls to completion.
- Hardware/Software orders on SRS system (Remember 15 working day SLA for delivery)
- Onboarding of project resources
- Arrange Team Building and project functions.

**Implement Governance**
- Follow the necessary PMO guidelines with regards to documentation & assist with the execution of the project in accordance with the methodology, governance & standards.
- Follow/use standards/processes/templates/filing/archiving guidelines as indicated on MS Teams sites.

**Competencies**:

- **Being Resilient** - Rebounding from setbacks and adversity when facing difficult situations e.g. being composed & professional, maintain productivity under pressure, learn from failures
- **Customer Focus** - Delivers customer-centric solutions, follows up, improve service
- **Drives Results - **Consistently achieving results, even under tough circumstances.
- **Communicates Effectively - **Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
- **Action Orientated - **Taking on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm.
- **Collaborates - **Building partnerships and working collaboratively with others to meet shared objectives.
- **Optimises Work Processes - **Knowing the most effective and efficient processes for getting things done, with a focus on continuous improvement.
- **Plans And Aligns - **Planning and prioritising work to meet commitments aligned with organisational goals.
- **Agility - **Quick reaction to Client’s needs. Quick reaction to Manager’s requests. Easy acceptance of any changes.