Project Administrator at TotalEnergies

Job Description

As a Project Administrator you would be responsible for the following: 
The main purpose of this position is to coordinate activities and provide administrative support to Project team:

Support to Project Management Officer on all Project Phases:

• Bidding
• Award to FC
• Construction
• Operations

EPC Management

• Main point of Contact for EPCs and O&Ms
  • Record keeping of EPC Meeting Notes
  • Database of EPC Track Record and info
• EPC RFP
  • Drafting of EPC RFP
  • Follow up with relevant team members to complete EPC RFP attachments
  • Upload final EPC RFP and attachments and notify EPC
  • Meet with EPC to discuss the EPC RFP overview and requirements
  • Receipt of EPC RFP Deliverables and follow up on any missing items
  • Upload to SharePoint and inform relevant team members for review purposes
  • Manage review and evaluation process for shortlisting
• Coordination of EPC/O&M Agreements:
  • NDA
  • Bid Bond
  • Term Sheet and all mark-ups
  • EPC Contract and all mark-ups
  • O&M Contract and all mark-ups

Manage and co-ordinate the TotalEnergies EPC DD process

• Project Trackers & Reporting
• Project Deliverables List owner
  • Updating
  • Following up with key personnel
  • Timeline Tracker

Procurement activities

• Oversee all RSA Internal Key Component RFP`s
• Oversee all RSA Internal 3rd Party RFP`s
• Technical Advisors/Consultant 
• Main Equipment Suppliers -Working together with TGP to develop procurement strategies to support Economic Development (ED)
• Support PM team on PV Module forecasted price updates
• Overall preparation of PV Module Free Issue strategy and preparation
• Assist in key deliverables for the weekly Procurement meeting
  • Document Control
    • Audit site Document Control and folder structure
    • SPV Database
    • Setting up and maintaining Project Communication System supplied by the EPC Contractor and other role player, including internal distribution, archiving and storage of all incoming and outgoing correspondence.
    • Setting up and maintaining Project Document Control System supplied by the EPC Contractor, including live archive and storage of all project Information and document.
    • Monitoring EPC Contractor`s Schedule Monitoring System.
    • Ensuring all company documentation is dully filed (both hard and electronic copy) with tracking logs up to date.
    • Assisting the project team to search and retrieving document/information in the Systems.
    • Manage Teams Folder Structure and adherence to the requirements.
• Providing management tools such as Status Report/Input Audit Report and any other form of monitoring report required by Project Director, Construction Manager and QA/QC Manager

Candidate profile

 As a Project Administrator, you would possess the following: 

• Previous experience in Renewable Energy Independent Power Producers Programme (REIPPPP) Project Bidding, Award to Financial Close, Construction and Operations
• Good knowledge of EPC Management
• National Diploma in Project Management/ Development studies/any equivalent NQF level
• Fluent in English and ability to speak/read/write one additional language
• Attention to detail
• Excellent communication and presentation skills with small and large groups
• Able to work independently
• Advanced Microsoft Excel skills, Microsoft Teams and Office Suite 365 skills
• Proven experience with Electronic Document Management System (EDMS)
• Knowledge of document control processes and systems on projects and knowledge of the interface management with vendors will be required.
• Knowledge of engineering documents and approval processes within projects.
• Working knowledge and experience in different types of filing systems and good communication and interpersonal skills
• Willingness to travel
• A valid Driver’s license.