About the position
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
