About the position
We are seeking a motivated Programme Coordinator to join our dynamic team. As a Programme Coordinator, you will play a crucial role in the coordination of administrative activities; and will assist the Programme Manager / Product Owner, Project Manager/s and team with planning, finance, and reporting requirements. Will be required to adhere to various SLAs within governance parameters in support of the successful implementation of an Initiative/s and may be required to assist with ad-hoc requests as and when necessary.
What you’ll do:
- Supports the initiative team:
Set-up / book venues and catering (within in required SLA) for workshops, conferences, and meetings.
- Attends the initiative meetings to take minutes, accurately, within the required guidelines and to ensure completion of the meeting attendance register.
- Proactively manages meeting attendance and relevant documentation e.g., agenda, presentation packs.
- Communicates meetings and workshops to all defined parties.
- Timeously communicates / provides an update to the Programme Manager /
- Project Manager/s and /or Product Owner whether there is quorum for the meeting to proceed or to be rescheduled.
- Distribution of minutes within the required SLA.
- Maintain the RAID (control) log with RISKS, DECISIONS, ISSUES and ACTIONS as and when required and ensure timeous follow-up and updates of these items to ensure it is closed out correctly.
- Captures all documents in the appropriate templates.
- Sets up and maintains the initiative files in an orderly manner as per the BCE governance requirements.
- To ensure the initiative filing structure is kept up to date for auditing purposes.
- Updates all roadmaps / plans.
- Provides day-to-day support for the Programme / Project Manager and team.
- Responsible for managing one or more tasks within the constraints of scope, quality, time, and cost.
- Assists the Programme / Project Manager/s with project budget and finances.
- To ensure the invoice tracker and finance documents are maintained.
- To arrange travel bookings as and when required.
- Assists with adhoc requests.
Key result areas and work descriptors:
- Budget Control
- Liaises with finance in payment of invoices.
- Maintains all project financial information.
- Manages invoices and ensures sign off and allocation of correct codes etc.
Personal effectiveness:
- Accepts and lives the company values.
- Accountable for service delivery through own efforts.
- Collaborates effectively with others to achieve personal results.
- Individually accountable for managing own time, tasks, and output quality for periods of 1 day to a maximum of 6 months.
- Makes increased contributions by broadening individual skills.
Governance:
- Adheres to standards and code of conduct.
Quality Management:
- Adheres to standards and code of conduct.
Your expertise:
- 5 Years Project Administration experience or 3 Years Programme Coordination experience.
- Is familiar with various project methodologies such as Waterfall and Agile/Scrum
- MS Office: Experience in Word, Excel, MS Outlook and proficiency in PowerPoint, MS Project, and MS Teams
Qualifications required:
- Matric
Project Administration Certificate / Project Management Certificate
- Agile: Certification in Agile (Introduction to Agile or Agile Fundamentals) or worked in an Agile environment for a period of 3yrs plus.
- Other: Oracle, SharePoint, Zoom, TFS and Jira.
Competencies:
Team orientation
- Willingness to work with others in a team environment. This includes working towards team goals, participating in decision making, co-operating with others, and offering assistance when needed.
Information monitoring
- Collect and review information to ensure that objectives are met. This includes setting up and/or utilising monitoring procedures to measure progress and
- keeping relevant people informed through feedback loops.
Technical knowledge
- Having achieved a Full performance level of technical knowledge, related to a specific role.
Ownership
- Assuming responsibility and accountability for the successful completion of tasks and adhering consistency to standards of excellence. Ensuring that all relevant detail has been considered.
Planning organising
- Establishing a course of action for self and others to ensure that goals are achieved. This includes the effective management of time and resources; and the ability to adapt plans when appropriate.
Other information applicable to the opportunity:
- Contract Position (12 Months)
- Location: Cape Town
- Work environment: Hybrid (3 days in the office and 2 days from home)
Desired Skills:
- Adaptability
- Authenticity
- Partnership
- Ingenuity
- Mastery
