Project Administrator - 12 Month FTC at FASSET

Reference : FAS/RECRUITMENT/PA2/2024
PURPOSE OF THE JOB

• To provide efficient project management administrative support and coordination to the Project Department.

MAIN ACCOUNTABILITIES

•  Client queries (telephonic, face-to-face, and written) are dealt with, and call centre referrals are addressed.
•  Update and inform key stakeholders to ensure stakeholders speak highly of the service quality and delivery.
•  Respond to enquiries from all stakeholders, the public and internal clients.
•  Represent FASSET in a professional manner telephonically, frontline reception, meetings and other forums as required.
•  Keeping all important documents, invoices, and contracts well maintained.
•  Implementing and maintain a filing system that make it easy to find any document quickly and efficiently.
•  Ensure that project records (both hard copies filing and electronic systems) are updated and reflect the correct project documents.
•  Assist in project visits and monitoring.
•  Assist in planning and coordinating site visits logistics.
•  Assist in ensuring that projects are delivered successfully.
•  Coordinate all supporting documents pertaining to performance indicators targets.
•  Provide administrative support with regards to the implementation of specific projects
•  Assist in providing performance related supporting documents during audits.
•  Logistics management – organizing meeting rooms Secretariat support - minute taking and distribution of minutes and agenda, technology requirements for meetings are organized.
•  Events support – preparation of events documents including register, branding requirements etc.
•  Issue correspondence (letters, e-mails, faxes) approved by the Manager.
•  Assist the Specialists with ad-hoc activities/ tasks related to the successful implementation of projects and other general duties.
•  Monitor the duration of a contracts, identify those contract that are expiring and the closing of some contracts.
•  Manage invoice payment process from start to end.
•  Track project expenditure according to planned budget every month.
•  Assist in providing finance related supporting documents during audits.
•  Log the invoices and monitor process.

REQUIRED QUALIFICATION
Qualification 

•  Diploma in Business Management/Administration or Public Administration/Management or Project Management or Finance or Education or Training or relevant and equivalent qualification at NQF Level 6.
•  Post graduate qualification and added advantage.

REQUIRED EXPERIENCE
Essential:

•  2 years’ experience in administration of which 1 year should be in a project management environment.
•  Experience in the Public Sector advantageous.

COMPETENCIES REQUIRED
Critical 

•  Excellent command of English (verbal and written).
•  Administration ability.
•  Ability to work under pressure and meet deadlines.
•  Good relationship with stakeholders.
•  Detail and process orientated.
•  Ability to work independently and as part of a team.
•  Attention to detail.
•  High level of confidentiality and organisational skills;
•  Customer Focus.

KNOWLEDGE REQUIRED
Essential 

•  Basic Conditions on Employment Act.
•  Skills Development Act.
•  Employment Equity Act.
•  Labour Relations Act.
•  Skills Development Levies Act
•  PFMA and BBBEE.
•  DHET Policies and Processes.
•  Public Sector reporting protocol.
•  MS Office.