Project Administrator at Council for Scientific and Industrial Research (CSIR)

About The Job

The CSIR has a vacancy for a Project Administrator in the Functional Building Infrastructure impact area within the Smart Places cluster . The incumbent will be responsible to provide administrative and donor grant management support according to applicable project management framework in support of the effective and efficient delivery of projects . The position is based in Pretoria.

Key Responsibilities

• Route proposals, tenders, contracts, independent contractors/ sub consultancies and memorandum of understanding agreements etc. ensuring timeous and correct approvals;
• Prepare project and contract registration forms and project schedules;
• Create a project start up file and update accordingly until close out;
• Ensure compliance with grant registration processes and administrative grant conditions
• Vet suppliers for compliance with grant conditions;
• Administration of student records;
• Assist the project manager with the administrative aspects required to establish, implement and maintain project controls;
• Prepare reports for donor organisation in required format;
• Assist with grant management function;
• Prepare audit documents for donor funded projects;
• Collect documentation required for compliance to project control standards and procedures;
• Participate in line project office meetings by capturing actions and resolutions and provide required information for decision making;
• Assist with the calculation of income to be declared and running costs against timesheet bookings by monitoring the financial dashboard system;
• Highlight red flags (e.g. incorrect booking) and inform the project lead and/or other relevant stakeholders;
• Review and update the project budget forecast and submit to the project leader for verification;
• Update sales register monthly and highlight variances (e.g. sales shortfall) and inform the project leader;
• Update the sales pipeline with input from project leader and/or other relevant stakeholders;
• Obtain project status feedback and record in relevant status document;
• Provide inputs requested to and prepare documentation required by relevant programme governance committees;
• Perform continuous quality checks and report anomalies to the Project Manager;
• Assist the project manager, quality manager and configuration manager to capture project configuration data and documentation into appropriate configuration / document management system;
• Assist the Project Manager with administrative tasks for project close out;
• Facilitate project documentation and ensure compliance with project management, business frameworks and CSIR quality standards ;
• Assist with office management including meeting and event management, travel bookings and drafting agenda/minute-taking;
• Ensure that the office is in a position to function effectively on a day-to-day basis;
• Support good contact with senior stakeholders internally and externally;
• Prepare expense reconciliations.
   

Qualifications, Skills And Experience

• A National Diploma or formal project management with at least two years project administration experience within a project/programme management environment assisting in the coordination of multiple projects;
• Proficient in Microsoft Project or similar software;
• Experience in management of donor funded projects
• Good numerical skills;
• Attention to detail.