Project Administrator at Development Bank of Southern Africa (DBSA)

Job Description    

• The purpose of the Project Administrator is tprovide PPD with project and team administration support.                                                                                                                                        

Key Responsibilities    
Project Administration

• Administer the master schedule tsupport the project manager with the development and implementation of the project schedule and management plan.
• Support the project team’s efforts in the development of the project plan and translate the plan inta workable project schedule. 
• Analyse the project schedule for time impacts, delay analysis as well as forecasting (trend analysis, includingschedule reserve) and provide early warnings on anticipated changes tthe schedule.
• Identify milestones and the critical path (including multiple / near critical paths)
• Provide administrative support tthe department, including:
• Manage day-to-day administrative activities
• Manage diaries and arrange meetings
• Take minutes, distribute for inputs and follow-up on actions required 
• Perform secretariat functions for the project steering governance committees established for the management of specific projects / programmes, ensuring compliance with governance prescripts.
• Provide administrative support for procurement and contract management, submission and processing of invoices and claims.
• Liaise with internal and external stakeholders (procurement, finance, business recovery unit, risk, human capital, etc) on administrative requirements.
• Implement systems ttrack performance throughout the life cycle of projects and the programme and take responsibility for system’s (SAP) information accuracy, updates and quality management.
• Participate actively in projects deliverables using specific systems and programmes ensuring that tracking occurs throughout the implementation phase.

Project Reporting and Records Management

• Monitor, analyse and report on schedule performance across programmes and projects.
• Consolidate reports on the performance of programmes against targets and highlighting risks or concern (i.e.,non-performing service providers, process of system failures, non-compliance).
• Consolidate monthly programme cost reports, including project variances of actuals vs. budgets and update forecasts.
• Collate reports, including accounting information, summarising and forecasting project activities and financial performance in (i.e. disbursements and projections, income and expenditure) current and expected operations for portfoliprojects and programmes.
• Maintain the record and retrieval systems, including the programme and project document repository, a paper and e-filing system.
• Coordinate service providers’ database administration tensure central repository of information on sector specific service providers. 

Team Administration

• Maintain and manage the diary of Heads and Specialists. 
• Responsible for document flow in and out of the Heads offices.
• Develop and maintain advanced record keeping (manual / electronic) and filling systems for the Unit.
• Performs high level administrative and secretarial duties including typing, editing of reports and preparing presentations.
• Compilation of confidential correspondence and general documentation on behalf of the Heads.
• Undertakes all administrative duties (i.e. filing, drafting of agendas, minute taking, follow-up on action items, etc).
• Responsible for arranging of local and international travelling arrangements and the processing of claims.
• Accountable for arranging various events for the Unit/s (strategy sessions, functions, etc.)
• Undertake procurement administration on behalf of the Unit.
• Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor implementation thereof.
• Coordinate the preparation of the Unit budgets and monitors spend thereof together with the relevant Head.
• Participate in meetings and interactions in order tensure the recording of decisions and follow-up.
• Coordinate Unit and follow-up on action items.
• Coordinate Risk Management requests and follow-up on action items.
• Coordinate and assist in the preparation of reports and submissions tProject Committees, Steering 
• Committees, Business Review, Management Committees, Ad hoc Resolutions from specific committees (secretariat).

Key measurements of outputs

• Successful project administration of agreed projects, programmes and assignments. 
• Management of diaries and schedules
• Management of office administration (budget, procurement, presentations, etc.)
• Accuracy and quality of minutes. Effective follow-up of action lists.
• Effective record keeping.
• Quality of documents, presentations and reports.
• Clean audit Effective record keeping management and retrieval systems.
• Generating and quality assuring information, report and documents.
• Providing project related management information. 

Key Internal Liaison Relationships

• PPD Executive & PPD Unit Heads
• DBSA Divisions & Staff

Key External Liaison Relationships

• External Service Providers 
• External Stakeholders 

Expertise & Technical Competencies    
Minimum Requirements

• Minimum qualification: a relevant advanced diploma in project management and administration or accounting.
• An administration/secretarial diploma or an equivalent qualification.
• A minimum of 5 years of experience in a similar function. 
• Considerable knowledge of standard administration practices and procedures is a necessity for this position
• Excellent knowledge of protocol and etiquette.
• Demonstrated experience in working in a multi-disciplinary team.
• An understanding of organizational processes and group dynamics.
• Experience in supply chain management processes (preparing project tender documents, etc.)
• Demonstrated knowledge and use of project methodology such as PMBOK, Prince or similar
• Demonstrable ability tuse of the Microsoft Office (MS Projects, Excel, PowerPoint, Word & MS Outlook)
• Proven track record of preparing project/programme progress reports and presentations for various stakeholders (Programme Managers, Steering Committees, Excand Board) 

TECHNICAL
Project Management

• Demonstrates a practical knowledge of project management principles and techniques.
• Plans, defines, and manages projects within a department or area. 
• Identifies resources required and their appropriate role and skills.
• Assists in the management of projects where the objectives, milestones and time scales have been defined.

Solutions Focused

• Identifies standard problems based on a range of factors, most of which are clear.
• Identifies alternate solutions, considering applicable precedents.
• Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
• After implementation, evaluates the effectiveness and efficiency of solutions.
• Planning and Organising
• Uses time management procedures effectively.
• Can exercise independent judgement regarding all planning and organising issues.
• Uses specialised software tplan and manage own time.
• Plans and manages multiple priorities and deadlines.
• Uses effectively advance time management processes tdeal with high workload and tight deadlines.
• Organises, prioritises and schedules tasks sthey can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and replanning

Detailed Oriented

• Quickly identifies relevant and irrelevant information tsupport accurate decision making.
• Maps out all the logistics and details of a situation tensure smooth and flawless implementation.
• Consistently identifies all relevant details that are not obvious in complex situations.
• Requires the highest standards for accuracy and quality for their work.
• Establishes processes tensure accuracy and quality of services delivered by the team.

Reporting & Communication

• Prepares both standard and non-standard reports ttime and quality standards.
• Collate and analyses readily available data for inclusion in a report.
• Designs / customizes reports tmeet user needs.
• Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
• Keeps standard reports under review and proposes improvements tmeet user needs. 

Presentation Skills

• Can reinforce key presentation points with examples. 
• Is able ttranslate technical terminology intlanguage understandable tthe audience.
• Has insight intthe audience’s behavior and motivation and responds appropriately and professionally, 
• adapting communication style as appropriate.
• Has knowledge of various feedback mechanisms tcheck levels of audience understanding. 

Computer Skills

• Consistently uses relevant office software products such as Microsoft Word, Microsoft Projects, Excel,
• PowerPoint presentations and email packages tan acceptable standard for the job. 
• Has the ability tuse standard and/or programme-specific the organisation databases, and merge / import data from one program tanother.
• Adapts method of working taccommodate changes in the technological developments.

Required Personal Attributes    
BEHAVIOURAL COMPETENCIES
Customer Service Orientation 

• Tries tunderstand the underlying needs of customers and matches these needs tavailable or customized products and services.
• Adapts processes and procedures tmeet on-going customer needs.
• Utilises the feedback received by customers, in order tdevelop new and/or improve existing services/ products that relate ttheir on-going needs.
• Thinks of new ways talign offerings with future customer needs.

Self-Awareness and Self Control

• Withholds effects of strong emotions in difficult situations. 
• Keeps functioning or responds constructively despite stress.
• May apply special techniques or plan of time tmanage emotions or stress.

Strategic and Innovative Thinking 

• Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
• Creates new concepts that are not obvious tothers, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.

Driving Delivery of Results

• Sets challenging goals that will have a significant impact on the business or support the organisational strategy. 
• Commits significant resources and/or time tensure that challenging goals are achieved, while alstaking action tmitigate risk. 

Teamwork and Cooperation 

• Acts to promote a friendly climate and good morale and resolves conflicts.
• Creates opportunities for cross-functional working.
• Encourages others tnetwork outside of their own team/department and learn from their experience.

Closing Date    
2023/05/17