Job Description

Senior Projects Administrator

Qualifications:

• Diploma in Project Administration or related fields (NQF 6)

Experience:

Minimum:

• Up to 5 years experience in Project Administration or a similar role
• 1-2 years at a Supervisory level

Project Administration:

• Executes the project administration process by creating and consolidating procedures and work schedules in accordance with standards to support the successful delivery and implementation of projects
• Creates and provides standard templates, tools, and techniques to execute project work in a timely and effective manner
• Compiles administration and documentation, sets goals and timelines, selects appropriate resources, schedules project meetings, and evaluates weekly project progress until successful implementation
• Project administration and document control (tracking mechanisms in place)
• Ensures availability of information
• Work schedules created in accordance with standards and procedures
• Tools and techniques successfully applied to ensure compliance
• Progress reports completed and available

Communication:

• Develops and executes an efficient internal communication system/open channel to ensure continuous information sharing with the management team
• Coordinates project actions as required with vendors and suppliers
• Communicates project objectives to all team members involved
• Attends, provides input, and assists with weekly project meetings at least once a week for each project
• Continuous information sharing
• Positive management/stakeholder feedback
• Stakeholder satisfaction index
• Project objectives communicated clearly
• Minutes of meetings available and followed up for action where applicable

Compliance:

• Operates within controls and procedures to ensure the integrity of the Company
• Identifies and reports risks or areas of concern to management within own department and area of responsibility
• Ensures compliance with all relevant regulations and procedures to prevent fruitless, wasteful, and irregular expenditure
• Compliance with applicable regulations and procedures
• Risks reported to the manager
• Availability of documentation and records
• Cost and expenditure monitored waste minimized

Customer Service:

• Maintains effective working relationships with customers (internal and external) to render the highest quality of services
• Represents the Company in meetings with relevant stakeholders
• Identifies and solves problems creatively while demonstrating a high level of integrity in line with the Companys core values
• Client/Customer/Employee satisfaction index
• Comebacks/discrepancies minimized
• Compliance with applicable regulations and procedures

Staff Supervision:

• Ensures all employees have signed performance agreements
• Monitors and measures performance quarterly by conducting employee appraisals
• In collaboration with HR, identifies staff performance objectives, potential areas of development, and action plans where necessary
• Ensures ongoing training and development of employees
• Addresses employee relations matters fairly and promptly
• HR procedures adhered to
• Performance contracts in place
• Performance appraisal sessions held
• Performance objectives set and achieved
• Feedback received from employees
• Training and development plans in place
• Employee relations matters attended to

Cost and Financial Control:

• Contributes to the budget preparation process
• Promotes and communicates the effective, efficient, economical, and transparent use of financial and other resources
• Monitors and controls expenditure against budget and ensures spending occurs within budgetary limits and the Companys financial guidelines, reporting deviations to the direct manager
• Explores opportunities to control and reduce costs
• Continuously optimizes and maximizes business performance through maintaining cash flow and achieving set EBITDA targets
• Budget input provided in a timely manner
• Compliance with applicable regulations and procedures
• Cost and expenditure monitored waste minimized
• Opportunities to control and reduce costs presented and implemented