Programme Coordinator (North West) Re-Advertisement at Housing Development Agency (HDA)

Responsibilities

General Programme operational support

• Provide operational and administrative support to the provincial office.
• Develop and implement office management systems that facilitate in the smooth operation of the office and support a pleasant working environment.
• Maintain the diary and meeting schedules for the Provincial Management.
• Manage office procurement requirements and office operations.
• Sourcing and booking venues and meetings rooms when required.
• Rendering support and assistance to all strategic planning, monitoring, and evaluation-related functions.
• Managing staff travel requests and support the provincial staff.

Meeting Management

• Arrange and facilitate meetings.
• Arrange and facilitate various Committee Meetings on behalf of the Provincial Manager recording and taking of minutes, consolidation and follow up action plans.
• 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.

Document Management

• Facilitate the gathering of relevant information and reports.
• 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 electronic version of the document management system.
• Monitor, update, and store information and/or data.
• Maintain database of service providers, clients, and other key stakeholders.

Reporting

• Ensure timeous submission of all monthly and quarterly Reports to the Regional Manager/ Organisational Performance/ M&E/ the department and municipalities.
• Assist in the development, implementation and tracking of the Provincial Annual Performance Plans (the statement of intent/ IPWs).
• Develop and track the Operational Risk Register for the provincial office and ensure adherence to risk mitigation strategies and delivery timelines.
• Ensure information is consolidated and uploaded onto the HDA Dashboard or any reporting tools (Information Management Tool M&E) for strategic reporting.

Performance Management

• Render support in the development of scorecards/ performance contracts for all staff (probation contracts/coaching and performance reviews).
• Co-ordinate submission of performance contracts and assessments for provincial office.
• Ensure accurate Quarterly Evidence Files (POE) are submitted by all staff.

Personnel Management

• Liaise with HR Support in arranging interview sessions.
• Liaise with HR support to organize training courses for staff.
• Liaise with HR support with the administration of personnel matters, salary matters.
• Assist in the updating and amendment of the Provincial Structure to align to the needs.
• Update employees with new information and adhere to requests from HR Support.

Finance Management

• Manage office procurement requirements.
• Preparation and submission of invoices for payments.
• Ensure provision of relevant financial information for use by the Programme Manager & team in decision making processes.
• Ensure regular provision of financial information related to projects for statutory and other financial reporting requirements.

Requirements

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