Project Administrator: Digital Work Accelerator Project Support Office

ROLE PROFILE

The Project Administrator is responsible for providing the Project Support Office (PSO) with day-to-day administrative support to ensure the effective and efficient execution of multiple projects across multiple stakeholders. The Project Administrator will report into the PSO Programme Manager.

The successful incumbent will be employed on a 12-month fixed term contract.

LOCATION

Remote

KEY RESPONSIBILITIES

The key responsibilities include, but are not limited to:

Diary and meeting management

  • Schedule meetings on behalf of the PSO team
  • Compile and distribute agenda and meeting packs to stakeholders
  • Assist the PSO Programme Manager with preparation of PowerPoint presentations
  • Record minutes of meetings (e.g. key outcomes, assigned tasks and next steps) and distribute minutes to appropriate stakeholders

Dashboards

  • Develop and maintain project dashboards:
  • o Priority action items, who is responsible and deadline dates
  • o Overall status of each project
  • Ensure that the various administrative elements of the projects are properly co-ordinated so that deadlines are met and duplicate work is eliminated
  • Timeously escalate any deliverable risks to the PSO Programme Manager

General administration

  • Maintain electronic filing systems
  • Update and maintain the PSO stakeholder database
  • Prepare reports/correspondence, as and when required
  • Keep all records and information in a manner which is logical and easily accessible
  • Conduct appropriate and professional verbal and written communication with internal and external stakeholders
  • Ensure timeous and relevant communication with all stakeholders
  • Resolve co-ordination and administration issues and problems where necessary, incorporating guidance/approval from the PSO Programme Manager.

MINIMUM REQUIREMENTS

  • A matric certificate
  • Advanced working knowledge of MS Office – including MS Project, Word, Excel, PowerPoint and Outlook
  • At least 6 – 8 years’ experience in an administrative role where sound planning, organising and teamwork skills were demonstrated
  • Experience of working on multiple projects and supporting a project team is essential Strong customer service focus
  • Strong appreciation for attention to detail
  • Able to establish and maintain sound relationships with key stakeholders
  • Able to express oneself effectively verbally and in writing in the English language
  • Able to maintain confidentiality and demonstrate trust and integrity

ADDITIONAL REQUIREMENTS

  • The candidate must be proficient and comfortable working, engaging and executing on the required scope and responsibilities virtually, as required
  • The incumbent must be comfortable with a high degree of self-management
  • May be required to work after hours and/or on weekends
  • Required to travel nationally as and when required

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