Project Administration - Centurion at Mancosa

Primary Responsibilities

Functional

Project Documentation Management:

• Develop and maintain comprehensive project documentation including project charters, timelines, budgets, resource allocation plans, risk registers, and communication plans.
• Ensure all documents are accurate, up-to-date, and readily accessible to stakeholders.

Meeting Facilitation and Communication:

• Schedule and coordinate project meetings with internal and external stakeholders, ensuring all relevant parties are informed and aligned.
• Facilitate productive meetings by creating agendas, capturing action items, and following up on decisions made.
• Maintain clear and consistent communication with stakeholders through various channels (e.g., email, project management tools, meetings).

Risk Management:

• Proactively identify potential risks throughout the project lifecycle.
• Develop and implement mitigation strategies to minimize risk impact.
• Monitor and track identified risks, keeping stakeholders informed of any changes.

Administrative Support:

Project Reporting and Presentations:

• Prepare comprehensive project reports that provide key insights into project progress, budget status, and potential challenges.
• Develop clear and concise presentations summarizing project information for stakeholders.

Budget Management:

• Develop and monitor project budgets, tracking expenses and identifying any variances.
• Prepare and present budget reports to the Project Manager and other stakeholders.
• Implement cost-saving strategies to ensure project remains within budget.

Vendor Management:

• Manage relationships with internal and external vendors, ensuring timely delivery of services and goods.
• Negotiate contracts and service level agreements (SLAs).
• Monitor vendor performance and address any issues promptly.

Technical Support:

• User Acceptance Testing (UAT) Support
• Develop and execute UAT test plans to ensure new systems or functionalities meet user requirements.
• Assist project team and end users during UAT to identify and resolve defects.

Knowledge Base and Documentation Management:

• Maintain a centralized knowledge base with project-related information, procedures, and best practices.
• Update project documentation as needed to reflect changes and progress.

Process

• Escalate issues and involve seniors wherever required to escalate and resolve issues as quickly as possible.
• Adhere to company protocol as laid out in the Company Handbook.
• Ensuring that all Enabling Solutions policies and procedures are being adhered to.

MIS

• Make sure all the defined reports with details have been delivered as required.
• Make sure all the Defined Daily / Weekly /monthly reports have been delivered in a timely manner.

Key Result Areas

• Project establishment support
• Project governance administration
• Provide secretarial and administrative support to project meetings and workshops.
• Administer the Project Tracking System

Academic qualifications:

• ICT/ Related Qualification + Prince2/PMBOK Foundational

Experience:

• 3 - 6 Years