Project Administrator at Ciba

Job Purpose
To manage a set of administrative service packs that allow projects to be managed effectively. It includes project meeting packs, meeting minutes and agendas, checklists, open item tracking and risk and issue logs.
Key Responsibilities/Accountabilities

• Support the effective governance of projects by maintaining project documentation:
• Create a library of project documents in the format and location specified by the business unit’s project governance framework, for all supported projects.
• Ensure that project scoping documents, business cases, schedules, business requirements and other artefacts are in the correct formats, properly signed off and stored.
• Manage the version control of these documents as well as the archiving of old or redundant documents.
• Develop and maintain project stakeholder lists including contact details and email distribution lists.
• Develop and maintain the project organisation structure including short descriptions of the roles and responsibilities of different contributors in the projects.
• Obtain project budgets and ensure that they are updated with actuals and stored and reported where needed.
• Obtain the project schedules from the project or programme managers. Ensure that the initial schedule is formally baselined and those future amendments to schedule activities or dates are approved and updated. Obtain documents to support all formal re-baselining.
• Provide project documents to members of the project teams, internal audit or any delivery assurance functions, when requested to enable them to complete their reviews.
• Review all project documents, during project close-out, to ensure that sign-off requirements have been met and that project document libraries are complete.
• Support the business unit’s efforts to maintain lessons learnt by obtaining information from project and programme managers and updating lessons learnt documents and databases.

Compile and distribute project reports:

• Compile project progress reports on a weekly, monthly or quarterly basis, based on the guidance and formats provided by project and programme managers, distribute the progress reports to stakeholders identified by project managers.
• Create and maintain all project logs including risk logs, issue logs and change logs. Follow up with project managers and other project participants to update open items for all the logs.
• Monitor due dates of open items on project logs and send reminders to action owners to complete items when due dates are approaching.
• Obtain financial information for the projects, consolidate project budget reports and distribute to project teams, on at least a monthly basis.
• Review financial entries on project budgets on a monthly basis to ensure that cost items have been
• correctly allocated to the project cost centres. Highlight discrepancies or concerns to the project and programme managers to resolve.
• Support project and programme managers, when required, with the preparation of presentations and supporting information for steering committee meetings.

Provide administrative support to project and programme managers:

• Schedule meeting venues, teleconferencing dial in details, video conference venues and supporting equipment for project meetings, on request.
• Prepare meeting minutes, arrange approval by the meeting chair and distribute to meeting participants, for formal project meetings (such as steering committees or budget reviews. If capacity allows, support project and programme managers with meeting minutes for other project meetings.
• Support the onboarding of contract staff or consultants on projects by arranging their building access, systems access and equipment allocation.
• Support the off-boarding of project contractors or consultants by arranging the collection of their building access cards, removal of the system access and retrieval of all bank equipment (such as laptops and security ID tokens) on their last day of work.
• Liaise with the bank’s approved travel agents to obtain quotes, for projects requiring travel arrangements.
• Obtain approval from project managers or cost centre mandate holders, confirm bookings and ensure that travellers have met pre-trip requirements for visas and inoculations.

Preferred Qualification and Experience

• Banking experience 5-10 years