Programmer Administrator at Development Bank of Southern Africa (DBSA)

Job Description    

• The purpose of this role is to facilitate all administrative aspects of the project and to take responsibility for the people resources at a programme level.

Key Responsibilities    

Operational Functions

• Attend to all program / project administration requirements including arranging and administering stakeholder interactions, budget and cost administration, record keeping and general administrative support to the project team
• Facilitate compliance with relevant standards, policies and procedures for the relevant programmes and projects
• Create a project information library/Project Artefact Library and manage ad-hoc and standard project information
• Create project files for all projects within the program according to best practice project management process of the PMBOK
• Liaise with document control and planners to ensure coding and numbering of program documentation align and comply to the programme
• Monitor library to ensure required information and/or documentation are archived as per the Infrastructure
• Delivery Division standards
• Administer contracts under the guidance of the programme or project manager (scheduling, project meetings, progress reporting)
• Liaise with Programme or Project Accountant with regards to project budgets and costs
• Plan, arrange and monitor project resources, materials and equipment to support the project team
• Make logistical arrangements for team members
• Coordinate and schedule training
• Review and validate scope information and capture in scope change register
• Capture and submit change request to Project Manager for elevation
• Update scope change request register and applicable project documentation and registers

Support the Programme Manager with the following tasks:

• developing a project plan from concept to completion
• ensuring project activities are scheduled
• assist project manager in costing all activities
• confirm availability of all site handing over documents and inspection sheets
• confirming commissioning, hand over and sign-off of the project (s)
• Monitor site progress and liaise with contractors and Programme Manager with regard to site progress
• Monitor the implementation of the Occupational, Health and Safety Act and any audit report findings

Financial Management Functions

• Monitor project finances, in conjunction with the programme accountant and report on project spending
• Identify, analyse and report on project slippages and recommend corrective actions

Support the Programme Manager with the following tasks:

• validating invoices/claims submitted by contractors
• anticipating problems and claims for increased costs due to late access, later material delivery, and minimising the effect thereof

Key Measures/KPIs

• Arranging and administering stake holders interaction
• Facilitate compliance with relevant standards, policies and procedures
• Monitor, capture and submit changes to project manager for evaluation
• Monitor project finance
• Identify, analysis and report on project slippery

Expertise & Technical Competencies    
Minimum Requirements

• Minimum qualification required is a relevant `1`diploma in project management and administration
• A minimum of 3 to 4 years of experience in a similar function
• Basic knowledge of the PMBOK
• Proven track record in managing high performance professional teams
• In-depth experience of working in infrastructure delivery related fields.

Skills and competencies

• Good knowledge of project and contract management
• MS Office and MS Project or other project scheduling tools
• Experience in infrastructure delivery and/or spatial integration
• Understanding of government priorities, systems and processes
• Understanding of stakeholder and brand management.
• Strong verbal and written communication skills

Required Personal Attributes    
Technical

• Written Communication
• Understands that different writing styles are required for different documents or audiences.
• Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
• Has a solid mastery of writing principles such as grammar, sentence construction etc.

Reporting

• Designs / customizes reports to meet user needs.
• Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
• Keeps standard reports under review and proposes improvements to meet user needs.

Problem Solving

• Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
• While remaining guided by organisational values, identifies optimal solutions, thinking first in terms of possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
• Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.

Stakeholder Management

• Actively engages partners and encourages others to build relationships that support DBSA objectives.
• Understands and recognises the contributions that staff at all levels make to delivering priorities.
• Proactively manages partner relationships, preventing or resolving any conflict.
• Adapts style to work effectively with partners, building consensus, trust and respect.
• Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.

Planning and Organising

• Plans and manages multiple priorities and deadlines.
• Uses effectively advance time management processes to deal with high workload and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning

Data Collection and Analysis

• Skilled in the use of advanced/complex analytical techniques.
• Is able to use judgement to decide upon the most appropriate analytical techniques according to the situation.
• Recognises underlying principles, patterns, or themes in an array of related information, and determine whether additional information would be useful or necessary.
• Through an in-depth understanding of the business environment, reviews outputs of analysis to identify anomalies and draws conclusions, relating these to operational circumstances.
• Can model a range of scenarios covering all potential business circumstances and highlight potential risks/opportunities.

Financial Acumen

• Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
• Knows the internal and external factors that impact on resource and asset availability.
• Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximize revenues and control costs.
• Skilled in the use of various financial modelling tools and techniques.

Behavioural

Achievement Orientation

• Delivers work on time and quality and follows through on agreed commitments.
• Views new work experiences as an opportunity for growth.
• Reacts immediately to overcome setback or / and obstacles in order to meet goals. Recognises and acts upon current opportunity.
• Make specific changes to systems and processes in order to improve efficiency and quality.
• Formulates own objectives and action plans in order to achieve a measurable improvement in the future.

Attention to details

• Double-checks the accuracy of information or work.
• Ensure that the work produced doesn’t contain any errors.

Conceptual thinking

• Uses knowledge of theory or of different past situation to look at current situation.
• Applies learned concepts across various situations.

Customer service orientation

• Makes self fully available, especially when the customer is going through a critical period.
• Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
• Takes the ‘extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
• Is aware of the level of service offered by the competition and provides more for customers than they expect.

Decisiveness

• Acts promptly to address urgent needs, taking quickly those decisions which need to be taken.
• Assesses available information to reach a clear view of key options and selects the best option at the time.
• Thinks on their feet when necessary.

Integrity

• Publicly admits having made a mistake.
• Speaks out when it may hurt a trust relationship.

Self-awareness and self-control

• Feels impulse to do something inappropriate and resist it.
• Resists temptations to act immediately without thinking but does not take positive action.
• Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back.
• Does not do anything but restrain feelings (does not act to make things better).
• Strategic and Innovative thinking
• Feels impulse to do something inappropriate and resist it.
• Resists temptations to act immediately without thinking but does not take positive action.
• Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back. Does
• not do anything but restrain feelings (does not act to make things better).
• Does not do anything but restrain

Closing Date    
2023/05/23