Project Administrator

6 days ago

Gauteng, South Africa GIBB Full time

GIBB’s multi-award-winning Integrated Infrastructure (WIIG) Sector provides the roots for communities using innovative and sustainable engineering design, urban planning, and advisory services. Here you will find an environment conducive to helping you make the most of your abilities and skills. This Delivery Unit is looking for another talented professional to complement their team, in the form of a **Project Administrator**.
- The below listed responsibilities and requirements are assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions._

**Core Purpose**

To provide project office management assistant functions to Project Managers and Project Executives. Responsible for general project and financial administration as well as administration of quality management system. Provide administrative support to the project team covering project document control including templates and documentation quality assurance, financial administration including invoicing, correspondence register, procurement, and contract administration registers including sub-cons, co-cons and ESD partners, resources schedules, project reporting and performance monitoring data.

**Key Performance Areas**

Documentation Management and Control
- Establishing and managing the project electronic management system.
- Management and processing of incoming and outgoing documents.
- Managing the distribution and control of project documentation.
- Managing the delivery and acceptance of project documentation/deliverables.
- Archiving project documentation.
- Maintaining the JV and Project communication plan.

Coordination of Documents Compilation
- Collation of inputs from various authors into master document.
- Assist project team with document quality assurance review and editing.
- Management of version control.
- Acting as a point of reference on the use of the project administration Quality Management System.
- Assist in the development of a project administration quality plan.
- Minutes of meeting.
- Reporting assistance.

Publishing of Documents
- Combining report components prepared in various packages (e.g. Word, Excel, etc.) into single Adobe document.
- Creation of bookmarks and links in Adobe version of reports.
- Pagination and publishing reports using Adobe.
- Arranging for transmittal and distribution of documents.
- Related tasks.

Resource Schedule
- Updating resource schedules.
- Preparation and updating of plans (JV plans)
- Checking planned vs actual utilisation of resources.
- Capturing of submitted timesheets and verification against planned effort.

Procurement and Contract Documentation Administration
- Accessing procurement and contracting documentation templates.
- Executing / processing sub-consultants administration.
- Maintain Procurement and Contract administration registers.
- Keeping and Maintaining Contractual documentation (All project contractual documentation).

Project Finance Administration
- Preparing / processing of interim payment certificates (IPCs).
- Arranging for the production and distribution of project financial information.
- Preparing / processing reimbursing expenses.
- Preparing / processing invoicing of the Client, JV partners and Sub-consultants.
- Assisting in the development of financial reviews.
- Assist in the review and development of project proposals, variation orders and claims.
- Monitor and reporting on project and JV budgets / approved vs actual expenditure.
- Costs Control.
- Data analysis

Team Support
- Administration of job descriptions.
- Assist in the preparation of project plans and claims.
- Accessing and updating project reports.
- Expat support with Work Permits and Residence Permits

SHEQ Support
- SHEQ support duties and administration.
- Assist in the project team and Quality Manager.

**Job Requirements**

Qualification:

- Grade 12
- Certificate in Business Administration.

**Experience**:

- Four plus years administration/secretarial/PA experience on large / mega projects. (International experience will be highly advantageous).
- Experience within the dams/hydro-power space and with large international consultants or contractors.
- MS Office suite Word, Excel, Outlook, PowerPoint, MS Access Database, MS Power BI.
- SHEQ support experience.

**Person Requirements**
- Effective time management.
- Professional attitude and appearance.
- Attention to detail.
- Self-motivated.
- Ability to handle complex tasks and work independently.
- Efficient and methodical.
- Good spoken and written English.
- Ability to work under pressure.
- Assertive, Diplomatic and Tactful.
- Ability to prioritize effectively.

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