Project Administrator at Absa Group Limited (Absa)

Job Summary

To provide programme/project administrative services to one or more Programmes/Projects within Finance Change, ensuring compliance to related methodologies by monitoring and reporting on project governance, control, allocation of resources and programme/project status as well as supporting the effective operation of the Finance PMO.

Job Description

• Execute duties and provide assistance to Programme/Project Managers and the PMO as determined an in line with general duties of a Project Administrator.

Project Administration Support

• Act as a reference point for Portfolio Management Office (PMO) queries and information and be an advocate for best practices in project management.
• Assist in Monitoring project activities and following up on outstanding actions emanating from Key project meetings
• Develop positive relationships with all stakeholders staff to enable the Portfolio Management Office (PMO) to provide support including facilitation, tracking and reporting on projects, and training.
• Execute duties and provide assistance to Project Managers and the Portfolio Management Office (PMO) as determined and in line with general duties of a Project Administrator.
• Ensure all queries are mitigated within a reasonable timeframe and escalate if not resolved within 24hrs.
• Identify programme/project administrative problem areas and propose necessary corrective action and report to Portfolio Management Office (PMO) Manager.
• Provide assistance to Programme/Project managers in the correct use of standard Portfolio Management Office (PMO) templates, processes, procedures and reporting tools as used throughout project governance, planning and executing project work in support of approved stakeholder requests.
• Support the Project Steering committee’s governance process for project approval, planning and execution. E.g. Project Artifacts (Terms of Reference etc)
• Support, coach and train new and current staff in the Project Administration environment as and when required.
• Ensure all project Artefacts are complete, accurate, spelling correct and of high quality standards

Reporting of Project information on PlanEx

• Ensure PlanEx is accurately updated ( CRAID's, Resources allocations and attestations, Milestones on MS Project online) ensure that none of these appear on exception reports and that all action items are captured, tracked and closed out by the respective owners timeously. .
• Schedule risk review meetings and maintain CRAIDs (Constraints, Risks, Assumptions, Issues & Dependencies) log on PlanEx
• Assist with capturing CCN's on PlanEx and monitor all approvals until complete
• Assist Project Manager in reviewing and updating required information on all fields within PlanEx ensuring completion and accuracy

Project/Programme governance and compliance Support

• Meet and have continued Weekly engagements with Project Managers to ensure all activities monitored, tracked and actioned.   
• Understand and maintain a basic understanding of policies and procedures as relevant to processes.
• Assist Project Managers in reviewing projects to ensure that all completed milestones have deliverables that correspond with the agreed scope, and are of an acceptable standard.
• Assist Project Manager in scheduling post implementation review workshops /meetings.
• Support the Portfolio Management Office (PMO) with the audit of closed projects in order to give recommendations to new projects.

Project Planning Support

• Assist the Project Managers with the review of project plans and perform basic quality assurance checks:
• Assist the Project Managers with updating project plans on MS Project by the specified time required for reporting and management purposes.  Joint accountability with Project Managers, ensuring all milestones are updated with the correct rag and none have expired
• Ensure that the JIRA/Teams Boards (Kanban Board, User Stories etc) is maintained weekly.
• Where necessary, assist the Project Managers with consolidation of project plans, by collating all project milestones into one overall flight plan, showing delivery dates, and interdependencies.

Project Resourcing Support/CRC/Coupa

• Arrange team logistics, including venues, on-boarding and induction of new team members as well as offboarding.
• Ensure new joiners have access to all the systems they require
• Ensure time is captured by all project resources and follow-up on outstanding timesheet submissions where necessary.
• Ensure that the CRC is supplied with the correct onboarding templates and budget screenshots to enable timeous onboarding and if required liaise with the suppliers in obtaining the required risk documentation is sent to the onboarding specialists.

Project and Governance meeting support        

• Perform necessary time-keeping reporting as required by the Programme/Project Manager and Portfolio Management Office (PMO).
• Maintain stakeholder register for meetings
• Setting up of all project meetings as required, stand-ups, steerco’s, working groups, workshops, adhoc meetings etc. 
• Set up and maintain project logs and distribute for action
• Ensure all project governance document is uploaded timeously and all governance adhered to by maintaining and updating the shared drive filing structure for all project/programme related documentation and store related documentation on the Shared drive and PlanEx for audit purposes according to the defined folder structure.
• Ensure Project Managers and PA's have access to store project data on Portfolio Management Office (PMO) shared drive.
• Ensure the filing of project documentation (physical and digital) by project team members is completed, including the backup of digital information, to ensure a consistent high standard
• File and monitor project approvals and sign-offs.
• Adhere to and Policies and procedures to ensure project management documentation, reports and plans are relevant, accurate and complete

Communication and Reporting Support

• Assist in the preparation of periodic project/programme status reports (Weekly Project updates on PlanEx)
• Assist where necessary in providing consolidated benefits reporting and analysis on projects and review of change control of projects.

Finance Management Support

• Respond to department queries on billing, metrics, reporting and other data requirements.
• Understand the deliverables of internal and external Portfolio Management Office (PMO) Stakeholders and contribute to success through cooperative and shared networking.
• Assist Project Managers in maintaining, scrutinising and reporting on all Financial Management transactions  to effectively manage project finances (Open Commitments, Actuals Tracking)
• Assist with Monthly Forecast submissions to central Finance Change team: Including Variances (budget v forecast), commentary and latest Business Case.
• Escalate Financial issues timeously ensuring that payments reflect on SAP and commitments reflect for new contractors.
• Assist the Project Managers and Portfolio Management Office Finance Team Closing Purchase orders timeously when funds are depleted or when a contract has come to an end
• Ensure that all expenses are authorised by the appropriate people and are submitted for payments
• Assist Portfolio Management Office finance team with FMR change transactions,  monthly journals and year end accruals
• Assist with updating manpower and contract resources on CMS and ensure that Project Managers attest on time every month.

Project Compliance Support and Risk Standards

• Ensure Project Change Risk Policy Standards are adhered to
• Ensure the agreed project management methods, standards and processes are maintained throughout the project lifecycle and provide support with the creation and improvement of Portfolio Management Office (PMO) processes, procedures and tools.

Education

• National Diplomas and Advanced Certificates: Business, Commerce and Management Studies (Required)