About the position
Background
- The Enterprise Content Management Programme (ECM) is currently executing several critical projects in Enterprise Information Management Division within the Business Solutions Technology Department. An experienced programme/project administrator is therefore required to support the Programme and Project Managers with administration functions in these programmes.
- The incumbent will also work conjointly with the existing ECM Programme Administrator.
Objective of this Scope of Work
- Due to the exponential growth of ECM Programme Projects / Initiatives, it was deemed evident that there is a significant requirement for the Programme to be capacitated with an additional Project Administrator to provide high-demand project support, to ensure seamless and efficient continuation of project management activities on the Programme
- Scheduling of programme meeting, including arranging catering when required;
- Assist with monthly PMO and executive reporting;
- Perform secretariat duties for the programme steering committee meeting;
- Participation in Project meetings, Minute taking of meetings;
- Updating project schedules, where required;
- Expedition of project documentation approvals
- Processing and filing (physical and electronic) of all programme documentation;
- Reviewing and tracking programme deliverables;
- Attendance to project related change management administration activities;
- Assisting with on-boarding / off-boarding and vetting of new programme project resources
- Travel reservations, when required;
- Communication / consultation with Project Stakeholders including implementation Partners
- Provide and/or assist with any other services or task ancillary to, or closely related to the above.
Minimum Requirements:
Minimum qualification required:
- Five to eight years’ experience in programme administration
The following will be an added advantage:
- Programme or project administration short courses / certification
Key Responsibilities
- End-to-end project administration support on the ECM Programme Projects.
- Assist in compiling and maintaining mandatory project documentation (e.g. information relating to project charter, business case, project plan and change request) in order to ensure project compliance in terms of Programme Management Office standards and procedures.
- Collate and manage project information and reports, to ensure that relevant stakeholders are adequately informed of project status.
- Liaise with various stakeholders (internal and external) throughout project life cycle in order to maintain effective communication on all matters relating to project.
- Update and maintain project schedules, highlighting deviations, to ensure that project timelines are adhered to, and to allow for planning adjustments.
- Maintain a project repository, to ensure that project information is accessible to all stakeholders and available for audit purposes.
- Schedule meetings, consolidate information for meetings, maintain and disseminate minutes and ensure follow up of actions as per the minutes.
- Record, update and maintain lessons learnt, risks, issues and action logs, to allow management of project risks by the project manager.
- Contain and follow up on project activities in the absence of the project manager, to ensure project continuity.
- Maintain the financial spreadsheet in order to keep track of payments. This includes liaising with vendors and information technology financial management to ensure timely payment of invoices.
- Process invoices for payments.
- Assist with resource allocations.
Competencies:
- Strong administrative skills
- Computer literacy, especially in the Microsoft Office products, including MS Project
- A high level of written and spoken English
- Good communication skills
- The ability to work in teams, liaise with people, handle conflict and to work under pressure
- Analytical skills
- The ability to compile own presentations and proposals
- Good presentation skills
- Computer literacy, especially in the Microsoft Office products, including MS Project
- The ability to work in teams, collaborate with people, and to work in highly paced environment.
- Quality assurance knowledge and skills
- Continuous improvement knowledge and skills
- Project management knowledge and skills
- Project planning knowledge and skills
- Project legislation and governance, risk and compliance knowledge and skills
Desired Skills:
- Project Administration
- ECM
- MS Project
