Project Administrator ( 3 months contract ) at Tsebo Solution

Duties & Responsibilities

Project Co-ordination & Administration:

• Support the Project Manager to manage timely completion of the project and to coordinate all activities iro:
• Planning
• Estimating
• Budgeting
• Financing
• Managing
• Controlling Costs
• Visual quality assurance inspections when required.
• Log work orders.
• Create TFS/BBM purchase orders.
• Liaise with clients to identify and define project requirements, scope and objectives.
• Assist in compiling and preparation of business cases and works authorisation.
• Co-ordinate the approval process of project documentation.
• Make certain that clients’ needs are met as the project evolves.
• Conduct risk management planning, identification, analysis, response planning and controlling risk on projects in a pro-active manner.
• Assist with the preparation of project proposals, timeframes, schedules and budget.
• Monitor and track project progress and address any queries timeously.
• Act as the point of contact and communicate project status adequately to all participants.
• Ensure rectification measures are implemented to ensure adherence to completion dates by meeting with the relevant stakeholders and fast tracking PO’s.
• Report and escalate to management as needed.
• Collate and prepare appropriate project documentation, plans and reports for review and sign off.
• Regular communication with customers, internal teams and all relevant stakeholders.
• Monitor and track project budgets ensuring adherence.
• Follow up or escalate issues to project managers for resolution.
• Site visits to corporate and retail sites as and when necessary.

Daily Administrative Support:

• Improve methods of carrying out work through on-the-job experience.
• Ensure that workflow continues without interruption.
• Filing of all project documentation.
• Ensure efficient and effective performance and turn-around times.
• Schedule and hold regular feedback meetings with all relevant staff and stakeholders when required.
• Collate, distribute and control sensitive information and reports to authorised persons only.
• Analyse, correct, consolidate and prepare all project related documents for reporting purposes.
• Record and store information and correspondence in accordance with systems provided.
• Accompany Project Manager’s to site and assist with site meetings and taking minutes/messages and general support during meetings.
• Communicate outcomes of meetings to relevant stakeholders.

Stakeholder Management:

• Understand the processes required to identify all people and/or organisations impacted by the project.
• Analyse stakeholder expectations and impact on projects.
• Develop appropriate strategies for effectively engaging stakeholders in project execution.
• Customer Service and Advice:
• Promote and coordinate open and effective communication
• Keep up to date with business developments and strategic objectives within the environment.
• Keep abreast with and provide advice on general changes and compliance within the project frameworks when required.
• Liaise with internal departments to ensure client’s needs are fulfilled effectively and efficiently.
• Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
• Attend to and resolve all customer queries timeously or escalate when necessary.
• Follow up and follow through on all queries timeously.
• Update supplier information and maintain relationships.
• Manage conflict.

Reporting:

• Prepare all project weekly/monthly reporting within set timeframes for submission to relevant parties.
• Prepare project presentations for Operations/relevant stakeholders when required.
• Update and maintain all project records, keeping all guarantees, COC’s, approval documentation and as-built drawings for ease of reference.
• Compile and prepare stats as and when required.

Skills and Competencies

• Project Administration:
• Prepare and produce costings and project tracking reports.
• Regular communication with customers, internal teams and all relevant stakeholders.
• Follow up or escalate issues to project managers and /or line manager.
• Ensure that job order's are correctly updated with relevant tasks.
• Assist with changing/moving/managing tasks/job order's associated with the specific releases.
• Check that all tasks are closed after a release.
• Follow up on outstanding tasks for releases and follow through.
• Take minutes and schedule meetings with relevant stakeholders.
• Assist with and update track sheets as part of communication with suppliers.
• Assist with facilitating project issues and dependencies and follow-ups and support of the project plan.
• Obtain approval for all new and variation requests for PO’s and follow up and follow through.
• Update and maintain all project records, keeping all guarantees, COC’s, approval documentation and as-built drawings.
• Liaise with Project Managers to ensure all tasks are adequately tracked by regular review.

Daily Administrative Support:

• Improve methods of carrying out work through on-the-job experience.
• Ensure that workflow continues without interruption.
• Ensure efficient and effective performance and turn-around times.
• Schedule and hold regular feedback meetings with all relevant staff and stakeholders.
• Manage the collation, distribution and control of sensitive information and reports to authorised persons only.
• Ensure all project related invoices are received, approved and sent for payment timeously.
• Analyse, correct and consolidate and prepare all project related documents for reporting purposes.
• Accompany PM’s to site and assist with site meetings and taking minutes/messages and general support during meetings.
• Type and distribute minutes to relevant stakeholders.

Customer Service and Advice:

• Keep up to date with business developments and strategic objectives within the environment.
• Provide advice on general changes and compliance within the project management frameworks when required.
• Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
• Attend to and resolve all customer queries timeously or escalate when necessary.
• Follow up and follow through on all queries timeously.
• Update and maintain supplier information and relationships.

Reporting:

• Prepare all project weekly/monthly reporting within set timeframes for submission to relevant parties.
• Prepare project presentations for Operations/relevant stakeholders when required.
• Update and maintain all project records, keeping all guarantees, COC’s, approval documentation and as-built drawings for ease of reference.
• Compile and prepare stats as and when required.

Additional:

• Undertake such other responsibilities as directed by Management that will drive sustainability.
• Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
• Take responsibility for one’s own performance.
• Promote TFS’s image and corporate citizenry through deliberate and co-ordinated activities.
• Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures as applicable to this position.
• Adhere to behaviours in line with TFS Values and standards.

Qualifications

• Grade 12 (non-negotiable) plus….
• Certificate in Project Management or equivalent
• 2 – 4 years experience in project administration.
• Working with multiple stakeholders.
• Excel at intermediate level.