Project Administrator at Development Bank of Southern Africa (DBSA)

Key Performance Areas:

Project Administration:

• Provide project administration and management support to the Infrastructure Fund Team.
• Support the project sponsor/owner/lead with the following tasks:
• Developing a project plan from concept to completion using an appropriate project methodology (PMBOK,Prince2).
• Preparing and updating project plan documents.
• Ensuring project activities and meetings are scheduled.
• Taking minutes and drafting action lists for each project.
• Following up on action lists to ensure delivery.
• Confirming commissioning, handover, and sign-off of the projects.
• Monitoring project progress in liaison with the project sponsor/owner/lead.
• Validating invoices/claims submitted by contractors/vendors for payment.
• Administering project accounting from the start to the finish of the project.
• Developing weekly and monthly feedback reports or as required.
• Creating and maintaining performance dashboards per project/programme.
• Preparing various presentations and reports on project/programme performance updates for the various Steering Committees, Exco, and Board.
• Updating the scope change request register and applicable project documentation and registers.
• Scheduling meetings, consolidating information for meetings, maintaining and disseminating minutes, and ensuring follow-up of actions as per the minutes.
• Liaise with the project sponsor/owner/lead, and manage programme budgets and costs.
• Provide the project sponsor/owner/lead with monthly project cost reports, including project variances of actuals versus budgets, and update forecasts.
• Prepare project files for all projects according to best practice project management methodologies.
• Provide administrative support for supply chain requirements; i.e., preparing requests for tender, sole source motivations, quotes, etc. Process invoices through the supply chain processes and systems.
• Facilitate compliance with relevant standards, policies, and procedures for the relevant projects.
• Create a project information library and manage both ad-hoc and standard project information.
• Monitor the library to ensure required information and/or documentation are archived according to project requirements.
• Administer contracts under the guidance of the project sponsor/owner/lead (scheduling, project meetings,progress reporting).
• Assist with any project administration duties as assigned.

Team Administration

• Maintain and manage the diaries of the Chief Investment Officer Infrastructure Fund (CIO IF), Heads and Specialists. This would include scheduling appointments, arranging meetings, collecting visitors from reception and organizing refreshments.
• Attend to general queries made to the CIO (IF) / Heads and answer and screen incoming calls.
• Responsible for document flow in and out of the CIO (IF) and business unit offices.
• Develop and maintain advanced record-keeping (manual/electronic) and filing systems.
• Performs high-level administrative and secretarial duties including typing, editing of reports and preparing presentations.
• Compile confidential correspondence and general documentation on behalf of the CIO (IF) and Heads.
• Undertakes all administrative duties (i.e. filing, photocopying and minute-taking).
• Arrange local and international travelling arrangements and the processing of claims.
• Arrange various events for the Infrastructure Fund Division (strategy sessions, functions, etc.)
• Undertake procurement administration on behalf of the CIO (IF) and Heads.
• Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor implementation thereof.
• Coordinate the preparation of the Infrastructure Fund budgets and monitor spending together with the CIO (IF) and relevant Head.
• Participate in meetings and interactions to ensure the recording of decisions and follow-up.
• Coordinate Infrastructure Fund Audits 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 to Project Committees, Steering Committees, Business Reviews, Management Committees, and Ad hoc Resolutions from specific committees (secretariat).

Stakeholder Engagement

• Assist the IF to maintain relationships, and networks with external stakeholders, partners, and clients.
• Build and maintain a stakeholder database and develop strong relationships with clients, and private businesses to facilitate the identification of opportunities to initiate viable projects.
• Develop annual client plans for key clients in a business unit, including business development forecasts and key initiatives.
• Develop and present IF reports in various forums governance and committees.
• Support the implementation of initiatives to increase the blended finance bankable programmes and projects to drive the highest impact development financing, whilst achieving financial sustainability.
• Provide administrative support to project pipeline acceptance and approval process by relevant governance structures.
• Support the Head: Strategic Partnerships and Origination to oversee client relationships across all stages of IF involvement in the project lifecycle.
• Engage with high-profile clients internally and externally.
• Perform any other project administration duties as assigned.

Qualfications and Experience: 

Minimum Requirements:

• A National Diploma in Administration/Project Management or an equivalent qualification with relevant experience in project administration and management support.
• A minimum of 5 years of experience in project administration and management support as well as supporting senior managers and executives.
• 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 organisational processes and group dynamics.
• Experience in supply chain management processes (preparing project tender documents, etc.).
• Demonstrated knowledge and use of project methodology such as Project Management Body of Knowledge (PMBOK), Prince2 or similar.
• Demonstrable ability to use 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, Exco and Board).

Desirable Requirements

• A Bachelors Degree in Administration or Project Management disciplines.