Project Administrator at Financial Intelligence Centre (FIC)

JOB PURPOSE  

• Provide general programme and /or project administration support to the programme(s) and /or project manager(s) and project team(s).
• Provide administrative services across all programme/project activities, including meeting coordination and administration; Steerco meeting support; minute-taking for all project meetings; follow-up on outstanding project action items; status reporting; customisation of project templates for PMO use; auditing of project documents in the repository; and administration of the project repository. 
• Develop, document, and update procedures for managing, tracking, and reporting on programmes and projects. 
• Load project documents on SigniFlow to obtain the relevant signatures. 
• Monitor documents in SigniFlow and follow up on any that are delayed. 
• Ensure that the correct stakeholders are invited to meetings. 
• File all signed project documents in the project repository. 
• Audit project files against the FIC’s Project Management Procedure and PMO document filing procedure. 
• Implement best practices for the administration of programmes and projects. 
• When capturing minutes, capture project risks, issues, and action items. 
•  Prepare for and assist with the onboarding of new resources in the PMO. 
• Provide administrative support to the programme/project manager. 
• Assist by standing in for other Project Administrators when they are unavailable due to leave or other reasons. 
• Support the purchase requisition process by providing the required supporting documents. 
• Perform reconciliation against purchase orders and payment milestones based on received invoices and follow up on payments.

EDUCATION, SKILLS AND EXPERIENCE 

• An Office management diploma or diploma or certificate in project management (NQF 6 qualification). 
• Minimum 3 years’ proven experience in project administration. 
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) 
• Microsoft Project and SharePoint will be an added advantage. 
• Understanding of project management methodologies, project lifecycle management, knowledge of project governance and reporting