Grassroots Innovation Programme (GIP) Administrator at Technology Innovation Agency

About Job

• The Grassroots Innovation Programme Administrator generally supports the Portfolio Manager and Unit Coordinator in day-to-day execution of the project, procurement processes, monitoring of project funds availability and reporting, including project steering committee meetings and meetings with DSTI partners.
• TIA is a talent driven, customer- centric and impact focused organisation. In our endeavour to support technology innovation with socio-economic outcomes, we seek to infuse the organisation with team players that find resonance as value creators, agile thinkers, progressive attitudes, customer-centricity, dynamic work ethic and an optimistic disposition. We aim to harness these attributes in a manner that they culminate into a culture of teamwork, impact and accountability.
• The Technology Innovation Agency endeavours to promote the careers of previously disadvantaged persons by applying the principles of the Employment Equity Act, as amended.
• The Agency reserves the right not to make an appointment.

Minimum Requirements

Qualification

• National Diploma in Administration, Project Management, Development Studies, Public Administration, or a related field.
• Bachelor’s degree in Administration, Project Management, Development Studies, Public Administration will be an added advantage.

Work Experience

• Two years’ experience in project administration, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the project management.
• Experience in organisation of public events and meetings.

Knowledge and Skills

• PFMA
• Administrative Best Practice Frameworks and Models
• Stakeholder Engagement and Support
• Customer Care
• Duties and Responsibilities

Administration

• Maintain updated project records, databases, and filing systems.
• Coordinate all relevant meetings, agendas, minutes, and follow-ups.
• Track progress against project timelines and milestones.
• Contribute towards the creation of project schedules and action steps with set timeframes and goals for all parties involved.

Financial Perspective

• Assisting in projects financial resources management, Human Resources Management, efficient procurement, and logistical services
• Monitor and track all project related activities including the ROI of specific initiatives.
• Monitor and support innovation budgets and the timeous disbursement of related funding to ensure optimal operation of investments.
• Continually track spending according to approved budgets and report any financial risks in line with policies and procedures.
• Contain costs while maintaining high levels of impact and performance and develop best practices to achieve the larger Operational financial goals.
• Flag potential budget risks or variances.

Internal Processes

• Provide required support in organizing/conducting project activities.
• Draft minutes of Project Steering Committee and other project-related meetings.
• Conduct administrative follow-up as needed for all activities.
• Collect project-related information and support the portfolio in the preparation of reports as set out in the workplan.
• Prepare and submit project status, financial, and close-out reports.
• Ensure compliance with TIA policies, SCM, and contractual requirements.
• Support internal and external audits, follow-up on project auditing issues.
• Maintain up-to-date files and records of project documentation.
• Providing logistical support for workshops and other meetings as planned by the portfolio.
• Supporting the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports, and any other required project reports.
• Arranging external and internal meetings (including the meetings of the Project Steering Committee, technical meetings, as well as other relevant meetings, etc.).
• Assisting in organizing, executing, and coordinating logistically public events, like seminars, training, workshops, forums, and exhibitions.
• Providing general office assistance such as responses to complex information requests and inquiries; reviewing and responding to the routine incoming correspondence; performing routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
• Support the collection and consolidation of M&E data and reporting objectives

Stakeholder Management

• Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and positively contributing towards the organisation’s reputation.
• Provide for the creation and maintenance of mutually beneficial relationships with all relevant stakeholders by ensuring that all partner obligations are met, and expectations exceeded.
• Organise logistics for workshops, events, site visits and ensure attendance registers are made available.
• Maintain updated stakeholder contact lists.
• Facilitate clear communication between TIA and stakeholders.

Knowledge Management and Communication

• Archive and maintain portfolio knowledge products.
• Support preparation of presentations and promptly required portfolio information.
• Disseminate portfolio information to stakeholders.