Project Coordinator

4 days ago

Cape Town, South Africa Zeal HR Full time

**JOB DESCRIPTION: PROJECT COORDINATOR - Cape Town**

JOB TITLE: Project Coordinator

JOB SUMMARY:
Providing administrative support to Project Managers and Project Leaders.

TASK DESCRIPTION

1. PROJECT COORDINATION FOR THE MANAGEMENT PROGRAMME
- Arrange meetings, draft, and distribute agendas and prepare relevant documents for meetings within 24 hours of the request given.
- Receive calls and take messages when applicable for Programme Managers.
- Take minutes at meetings, verify minutes with Programme Managers, and distribute minutes.
- Take responsibility for logístical arrangements for meetings and events that Programme Managers had arranged.
- Provide secretarial support when required to do so.
- BizProjects project stage updates based on information obtained from Programme Managers.
- Ensure all necessary documentation is uploaded on MyContent platform.
- Ensure all necessary documentation is uploaded on the server and available immediately upon request from WCGDoI and Auditor General.
- Assist with monthly updates and reporting to the Tusk Executive.
- Acting as client liaison between the Programme Managers, and Public and Private Sector clients.
- Maintain accurate and up-to-date filing system, ensure that documents required by Programme Managers are available.
- Co-ordinate archiving and storing files appropriately.
- Provide administrative support with processing of PSP and contractors’ fee claims and invoices on the WCGDoI and Private Sector Management Programmes.

Invoicing:

- Ensure that all the fields are completed correctly, the calculations are correct and the necessary signatures are obtained.
- Ensure that all invoices are promptly and successfully submitted to WCGDoI for payment.
- Ensure that all invoices are promptly re-submitted if rejected.
- Report any issues to the Executive or Deputy Executive.

DELIVERABLES

Needs to be accurate, precise, and correct.

Completed according to timelines.

GENERAL

Any additional administration tasks that may be required from time to time.

Note: This list of tasks and or duties and responsibilities is not exhaustive, and the employer is entitled to instruct the employee at any time to carry out additional duties and or responsibilities which fall reasonably within the ambit of the job description, or in accordance with operational requirements of the company

KEY DECISIONS THIS POSITION MAKES
- Escalate problems on projects timeously.
- Ensuring the integrity of data collected, collated, and submitted.

RESPONSABILITIES DELEGATED TO THIS POSITION
- Ensure that the Project Coordinator duties are effectively conducted in line with given instructions.

KEY AREAS OF COMPETENCE REQUIRED
- Communicate effectively, clearly, and confidently at all levels.
- Plan, organize and work systematically.
- Demonstrated ability to maintain confidentiality.
- Fully competent in Outlook, Word, Excel, Power Point.
- Ability to work independently and show initiative.
- Assertiveness.
- Ability to work under pressure.
- Demonstrated good time management skills.
- Being meticulous, conscientious, and thorough.
- Following Procedures, Protocols, and Instructions.
- Behaving ethically and justly.
- Focused on output.

QUALIFICATIONS REQUIRED
- Construction/Financial/Administrative related qualification.

EXPERIENCE REQUIRED
- Experience in the Construction/Finance/Administration Industry.
- Project Coordinator experience.
- Minimum experience: 5 years.

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