JOB PURPOSE
Provide general programme and /or project administration support to the programme(s) and /or project manager(s) and project team(s).
- Provide administrative services across all programme/project activities, including meeting coordination and administration; Steerco meeting support; minute-taking for all project meetings; follow-up on outstanding project action items; status reporting; customisation of project templates for PMO use; auditing of project documents in the repository; and administration of the project repository.
- Develop, document, and update procedures for managing, tracking, and reporting on programmes and projects.
- Load project documents on SigniFlow to obtain the relevant signatures.
- Monitor documents in SigniFlow and follow up on any that are delayed.
- Ensure that the correct stakeholders are invited to meetings.
- File all signed project documents in the project repository.
- Audit project files against the FIC's Project Management Procedure and PMO document filing procedure.
- Implement best practices for the administration of programmes and projects.
- When capturing minutes, capture project risks, issues, and action items.
- Prepare for and assist with the onboarding of new resources in the PMO.
- Provide administrative support to the programme/project manager.
- Assist by standing in for other Project Administrators when they are unavailable due to leave or other reasons.
- Support the purchase requisition process by providing the required supporting documents.
- Perform reconciliation against purchase orders and payment milestones based on received invoices and follow up on payments.
EDUCATION, SKILLS AND EXPERIENCE
- An Office management diploma or diploma or certificate in project management (NQF 6 qualification).
- Minimum 3 years' proven experience in project administration.
- Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
- Microsoft Project and SharePoint will be an added advantage.
- Understanding of project management methodologies, project lifecycle management, knowledge of project governance and reporting
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