Project Administrator

**Job Details Overview**

**Position Description**:

- The Project Administrator is required to assist the Head of the PMO in implementing agile standards in order to drive timeous delivery to fruition. The incumbent will be required to support project managers who deliver on average three projects at a time. The role includes scheduling meetings, taking minutes, updating project and change request information on the project management systems, assisting with project costing and making travel arrangements for the project management office staff. The role is a contracting position.

**Key Responsibilities**:
**Financial Administration**:

- Support the projects managers with monthly costs and projections.
- Performing project expense reconciliations against the vendor change request system on a monthly basis.
- Resolve financial queries as requested by the project managers.

**Project Administration and Support**:

- Taking minutes at the project working group meetings, project steering committee meetings, project management office forum, and managing the distribution, storage and updating of these minutes within 48hours
- Provide the relevant vendor with any newly logged, or amended Change Requests for their further attention
- Taking responsibility for the timeous maintenance of all project static data on the project management system (PPO), JIRA and SharePoint.
- Reconciling timesheets on a weekly basis and following up with project office staff members who have not captured their timesheets.
- Coordinating and distributing the bi-weekly project highlight reports.
- Communicate and follow up on actions and give daily feedback to Project Managers
- Manage the Change Request (CR) process from logging new CRs any Quotes or feedback on a CR, up to and including the delivery and invoicing of the CR; as well as updating CR detail changes and saving of all relevant documentation; on PPO and JIRA demand management board.
- Liaise with external vendors and internal officials regarding progress on CRs and assist in the BA Prioritisation meetings and Weekly Project feedback meetings with vendors and keep relevant parties updated of any progress on the logged CRs.

**Direct Support to the Project Managers**:

- Setting up meetings and managing diaries for four project managers.
- Professional telephone handling and message taking
- Managing travel arrangements for project office staff, include flight booking, rental car booking, hotel booking and the updating of all reservations as travel arrangements change.

**Office Administration**:

- Booking call bridges and coordinating with vendor project management offices regarding their staff availability.
- Asset management for projects (only if required)
- Log equipment breakdowns and infrastructure problems with SCI Support and track progress
- Arrange ad-hoc project functions
- Maintaining the SCI IT production environment Change Calendar on SharePoint.

**Governance**:

- Follow SCI processes
- Adhere to PMO methodology and processes
- Ensuring that projects are run in compliance with the governance requirements
- Ensuring correct documentation is produced at the relevant phases in the project lifecycle.
- Completion of templates within guidelines

**Self-Development**:

- The role allows for the project office administrator to act as a junior project manager on small projects.

**Minimum Requirements**:

- Matric (Relevant tertiary qualification preferred).
- Minimum of 3 years’ experience in a similar role.
- An industry-recognized project management qualification would be beneficial.

**Competencies**

**Technical Competencies**:

- Demonstrate good knowledge of the day-to-day operations of a project management office.
- Demonstrate reasonable knowledge of Project & Programme Management methodologies.
- Demonstrate a systematic and structured approach to administration.
- Excellent minute taking skills.
- Proficiency with MS Word.
- Proficiency with MS Excel.
- Proficiency with MS PowerPoint.
- Proficiency with MS Project.
- Proficiency with MS SharePoint.
- General computer literacy, and experience of a Project Management system would be advantageous.

**Behavioural Competencies**:

- Strong attention to detail.
- Self-confidence.
- Ability to multi-task.
- Shows initiative and ability to work independently.
- Ability to work in a complex and changing environment.
- Excellent communication skills, both written and verbal in English.
- Excellent interpersonal skills and a team player.
- Ability to perform well under pressure