PMO Administrative Specialist at The Payments Association of South Africa (PASA)

Overall Job Purpose

• To provide co-ordination services to Project Managers around Project Management and Project Office Methodologies, processes and best practices. Act as the first point on entry of contact for any project/program management queries and be the source of documentation, guidance and matrices on the practice of Project Management within Payments Association of South Africa (PASA).
• To provide administrative support to the Project Management Office (PMO). Assist and/or prepare project portfolio performance reports, dashboards and/or presentations to provide a comprehensive view of the project portfolio. To manage less complex projects as defined by the PASA Project Management Methodology.

Responsibilities:

Project Portfolio Governance Support:

• Provide support and guidance to Project Managers and project teams of all functional areas in the proper use of PM tools, the Project Management Methodology, processes and governance structures
• Maintain the current Project Management Methodology processes, PM tools and governance structures and identify opportunities to improve process
• Track projects and draw attention to non-compliance (such as milestones, schedule performance, project documentation, etc.)
• Facilitate stage gate assurance by applying stage gate criteria where required
• Ensure project documentation are updated and available on the Project Management System. Upon completion of a project before project closure compile a project register and conduct an interview with the Project Manager to ensure all information and documentation is referenced correctly, complete and available, this is not only useful for future projects but also extremely important in case of an audit
• Perform monthly project quality assurance reviews as required

Project System Administration:

• Maintain the project administration system to ensure effective and efficient use of the system
• Project document library management in line with PMO standards.

Project Portfolio Reporting:

• Assist and/or prepare project portfolio performance reports, dashboards and/or presentations to provide a comprehensive view of the project portfolio
• Ensure that all portfolio information is updated and current prior to production of reports
• Ensure accurate distribution of reports to relevant stakeholders

Project Office Support:

• Performing administrative functions concerned with the PMO, programmes/projects such as organise and coordinate meetings, planning sessions, scoping sessions and workshops and associated logistics within time requirements
• Record minutes, decisions, risks, issues and actions at meetings and on time distribution of all documentation & reports
• Keep an action log and follow up on agreed actions from meeting with Project Managers or Project Stakeholders
• Handle general Project Office communication and administration activities
• Prepare, co-ordinate and monitor requests for services/support requests
• Administer and process project related invoices and payments
• Monitor project budget spend and forecasts on a monthly basis and the ability to report on these accurately
• Provide support to the Programme Manager and Project Managers in terms of project budgets/costs
• Administration of time sheets.

Stakeholder Management:

• Perform project and project office communications to project stakeholders
• Build and maintain sound relationships with project stakeholders
• Understand the deliverables of internal and external project stakeholders and contribute to success through support

Project Management:

• Mobilise and manage smaller less complex projects as defined by the PASA project management methodology framework & governance standards from conception to implementation
• Ensuring clear definition of the scope, objectives and deliverables
• Actively managing changes to the project scope
• Actively identify and manage issues and risks
• Monitor and control project progress, using the reporting standards as defined by Project Office
• Coordinating and leading project communication
• Active stakeholder management, continuously manage stakeholder’s expectations and understanding
• Producing clear and accurate documentation

Networking:

• Cooperate and work with others, encourage a positive team spirit
• Exercise considerable degree of initiative in the execution of duties and perform duties independently
• Portray a professional image and high degree of social skill when dealing with colleagues and stakeholders
• Keep abreast of changes and trends in project management

Key Attributes
Education and Experience Required:

• 5 years or more years of hands-on experience as a project administrator or coordinator, with at least 5 years involved in complex multidisciplinary projects or multiple projects/programmes in the financial services and banking industry.
• A tertiary qualification in project management would be advantageous.

Knowledge

• Knowledge of Project Management Methodologies
• Strong Knowledge of Microsoft Office (Excel, PowerPoint, Word)
• Knowledge of MS Project
• Knowledge of financial processes (e.g., invoicing and budgeting)
• Knowledge of (PPO) is an advantage

Skills

• Excellent communication skills (verbal and written)
• Strong planning and organizing
• Strong relationship building and interpersonal skills
• Ability to work independently and to collaborate with others
• Build credibility and trust
• Ability to analysing problems and making decisions
• Ability to work under pressure
• Diligent and attention to detail and quality
• Experienced in reporting and report writing i.e. Have the ability to summarize important information accurately and ensuring that the key message do not go missing in translation
• A strong team player with team leadership potential
• Demonstrating resilience