Ops Specialist: Programme Coordinator at Telkom

Core Description    
Provide administration functions, financial administration and coordination and support functions to the Project and Programme Management office (PMO) of Gyro Group in order to ensure effective management of the project portfolio.

Competencies    
Functional Knowledge

Telkom Procedures; Legal Procedures; Telkom Policies; Documentation; Administration; Communication; Computer Software; Financial; Problem Solving; Reporting and presentation; PowerPoint, MS Excel, MS Word.

Functional Skills

Information Management; Computer Applications; Organizing Techniques; Decision Making; Performance Driven; Planning; Time management; Multitasking; Oral and written communication; Proactive; Organizational; Attention to detail; Interpersonal; Analytical.

Functional Attitudes

Decisive; Conscientious; Initiative; Assertive; Integrity; Proactive; Customer Focus; Team Player; Self Responsibility; Performance driven.

Job Responsibilities    

• Contract administration associated with the build projects
• Coordinate the information required for progress updates as required (weekly, monthly, etc)
• Maintain the PMO shared folder for project finance governance and compliance
• Report on the completeness of information loaded onto Gyro SharePoint including suppliers' details
• Interaction with internal audit and coordinate the submission of information requested by Audit including access to shared folder
• Coordinate the information and activities at the various stages of the Procure-to-Pay compliance process
• Coordinate information and prepare monthly spent analysis
• Validate invoices against milestones and artefacts uploaded onto SharePoint
• Coordinate information from vendors for reporting on capex budget and monitor utilization
• Coordinate and compile project closeout documents including associated paperwork
• Liaise with finance division to ensure that the processing of supplier payments is done within required timeframes
• Prepare and coordinate documentation for raising purchase orders
• Perform contract administration, including validation of milestones being claimed by various parties
• Update the progress reports including dashboards on the Mast and Tower systems and track supplier performance
• Coordinate the closeout information from vendors and professional teams including amendments of purchase orders
• Update Benefits tracking reports including information from vendors
• Keep a schedule of all contracts# expiry dates including associated annexures
• Manage and track manufacturing orders
• Onboard vendors onto the various platforms and coordinate the submission of vendor details to IT department including maintenance of access to the portal
• Upload information onto Gyro IT portals including Ariba, SharePoint, ICRES, Tarantula, etc.
• Work with ICRES portal: Verification of ICRES Numbers including creation workflows
• Arrange and coordinate work references with relevant stake holders
• Keeping register of Landlord queries and coordinate data sets between Property Management and Mast & Towers Vendors
• Take minutes and coordinate PMO meetings and diaries

Required Certification    

• None.

Qualifications    

• 2 year qualification in Project Management (NQF level 5) or related field. Qualification in Quantity Surveying will be an advantage

Experience    

• 5 years relevant experience in Project and Programme management

Special Requirements    

• Prepared to work overtime.
• Valid driver's license.

Closing Date: 25th, February 2022