Project Administrator

The Infrastructure Fund (IF) announced by the President in September 2018 addresses the need for a dedicated blended financing facility for infrastructure programme projects. The aim of the IF is to transform public infrastructure financial provisioning using “blended” finance - combining capital from the public and private sectors and Development Finance Institutions (DFIs)/Multilateral Development Banks (MDBs). This will be dedicated to meeting the financing requirements for hybrid projects.

The mandate of the Infrastructure Fund has been captured in a Memorandum of Agreement (MOA) between the National Treasury, Infrastructure South Africa (ISA), and the DBSA entered into on 17 August 2020.

The purpose of the Project Administrator is to provide the Infrastructure Fund Division with project and team
administration support.

**Key Responsibilities**:
**Key Performance Areas**:
1. Project Administration:

- Provide project administration and management support to the Infrastructure Fund Team.
- Support the project sponsor/owner/lead with the following tasks:

- Developing a project plan from concept to completion using an appropriate project methodology (PMBOK,Prince2).
- Preparing and updating project plan documents.
- Ensuring project activities and meetings are scheduled.
- Taking minutes and drafting action lists for each project.
- Following up on action lists to ensure delivery.
- Confirming commissioning, handover, and sign-off of the projects.
- Monitoring project progress in liaison with the project sponsor/owner/lead.
- Validating invoices/claims submitted by contractors/vendors for payment.
- Administering project accounting from the start to the finish of the project.
- Developing weekly and monthly feedback reports or as required.
- Creating and maintaining performance dashboards per project/programme.
- Preparing various presentations and reports on project/programme performance updates for the various Steering Committees, Exco, and Board.
- Updating the scope change request register and applicable project documentation and registers.
- Scheduling meetings, consolidating information for meetings, maintaining and disseminating minutes, and ensuring follow-up of actions as per the minutes.
- Liaise with the project sponsor/owner/lead, and manage programme budgets and costs.
- Provide the project sponsor/owner/lead with monthly project cost reports, including project variances of actuals versus budgets, and update forecasts.
- Prepare project files for all projects according to best practice project management methodologies.
- Provide administrative support for supply chain requirements; i.e., preparing requests for tender, sole source motivations, quotes, etc. Process invoices through the supply chain processes and systems.
- Facilitate compliance with relevant standards, policies, and procedures for the relevant projects.
- Create a project information library and manage both ad-hoc and standard project information.
- Monitor the library to ensure required information and/or documentation are archived according to project requirements.
- Administer contracts under the guidance of the project sponsor/owner/lead (scheduling, project meetings,progress reporting).
- Assist with any project administration duties as assigned.

2. Team Administration
- Maintain and manage the diaries of the Chief Investment Officer Infrastructure Fund (CIO IF), Heads and Specialists. This would include scheduling appointments, arranging meetings, collecting visitors from reception and organizing refreshments.
- Attend to general queries made to the CIO (IF) / Heads and answer and screen incoming calls.
- Responsible for document flow in and out of the CIO (IF) and business unit offices.
- Develop and maintain advanced record-keeping (manual/electronic) and filing systems.
- Performs high-level administrative and secretarial duties including typing, editing of reports and preparing presentations.
- Compile confidential correspondence and general documentation on behalf of the CIO (IF) and Heads.
- Undertakes all administrative duties (i.e. filing, photocopying and minute-taking).
- Arrange local and international travelling arrangements and the processing of claims.
- Arrange various events for the Infrastructure Fund Division (strategy sessions, functions, etc.)
- Undertake procurement administration on behalf of the CIO (IF) and Heads.
- Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor implementation thereof.
- Coordinate the preparation of the Infrastructure Fund budgets and monitor spending together with the CIO (IF) and relevant Head.
- Participate in meetings and interactions to ensure the recording of decisions and follow-up.
- Coordinate Infrastructure Fund Audits and follow up on action items.
- Coordinate Risk Management requests and follow up on action items.
- Coordinate and assist in the preparation of reports and submissions to Project Committees, Steerin