Programme Coordinator at Housing Development Agency (HDA)

Ref: HDA PCLIM001

Main Purpose: 

• To ensure that programmes are fully functional through facilitating, coordinating and supporting the Manager: Support Services with the operational functions and administrative logistics, including programme office support.

Key Performance Areas:
Programme office support Management

• Develop and implement office management systems that facilitate the smooth operation of the office and support a pleasant working environment
• Assisting with the logistics of site office set up and maintenance requirements at these offices
• Managing office procurement requirements
• Design and implement business continuity procedures to ensure business stability in the event of a crisis
• Attend to health and safety requirements within the office environment.

 Document Management

• Facilitate the gathering of relevant information and reports of each programme
• Oversee storage and maintenance of existing documents within the document management system
• Provide training to users e.g. project teams, Project administrators on usage of the electronic version of the document management system
• Monitor and update store information and data
• Maintain database of service providers, clients and other key stakeholders.

 Reporting

• Compile regular Technical Status Report
• Complete electronic document management system reporting
• Develop Office Business dashboard/scorecard
• Develop and Complete Learning (lessons learnt) Report where/when required
• Compile Expanded Public Works Report (EPWP) Reports where/when required
• Compile Portfolio Management Office (PMO) Reports where/when required
• Complete Programme Project Reports.

 Knowledge Management

• Coordinate and monitor framework for documenting learning/lessons learnt. (Quarterly reporting)
• Monitoring and evaluation of information from various departments within the programmes
• Provide quality analysis of information from departments to provide relevant reports, proposals and recommendations to Regional Manager.

 General Programme operational support

• Ensure new staff receive induction and orientation training and all details are loaded on the relevant HR
• Creation and implementation of a system that creates accessible information to all users within the various programmes
• Provide operational and administrative support to the regional offices when required
• Maintaining a diary and meeting schedules management for the Regional Manager / Head: National Programme Design and Management
• Liaison and facilitation of relationships with stakeholders including service providers and government officials with Regional Manager / Head: National Programme Design and Management
• Sourcing and booking venues and meetings rooms when required
• Ensure set-up for critical meetings are in order i.e. tools, documentations, projectors etc.
• Drafting, receiving approvals and distribution of relevant documentation (agenda’s, minutes, report, presentations etc.) for meetings as required
• Ensuring smooth running of event and quick resolution of any issues on the day.

Qualifications & Experience

• Grade 12 and National Diploma in Office administration or project management or equivalent qualification
• 3-5 years’ experience in a similar role
• Competent in MS Office package, Outlook, Excel, PowerPoint, Project and Word.