Project Administrator at GIBB Engineering and Architecture

Key Performance Areas

Documentation Management and Control

• Establishing and managing the project electronic management system.
• Management and processing of incoming and outgoing documents.
• Managing the distribution and control of project documentation.
• Managing the delivery and acceptance of project documentation/deliverables.
• Archiving project documentation.
• Maintaining the JV and Project communication plan.

Coordination of Documents Compilation

• Collation of inputs from various authors into master document.
• Assist project team with document quality assurance review and editing.
• Management of version control.
• Acting as a point of reference on the use of the project administration Quality Management System.
• Assist in the development of a project administration quality plan.
• Minutes of meeting.
• Reporting assistance. 

Publishing of Documents

• Combining report components prepared in various packages (e.g. Word, Excel, etc.) into single Adobe document.
• Creation of bookmarks and links in Adobe version of reports.
• Pagination and publishing reports using Adobe.
• Arranging for transmittal and distribution of documents.
• Related tasks.

Resource Schedule

• Updating resource schedules.
• Preparation and updating of plans (JV plans)
• Checking planned vs actual utilisation of resources.
• Capturing of submitted timesheets and verification against planned effort.

Procurement and Contract Documentation Administration

• Accessing procurement and contracting documentation templates.
• Executing / processing sub-consultants administration.
• Maintain Procurement and Contract administration registers.
• Keeping and Maintaining Contractual documentation (All project contractual documentation).

Project Finance Administration

• Preparing / processing of interim payment certificates (IPCs).
• Arranging for the production and distribution of project financial information.
• Preparing / processing reimbursing expenses.
• Preparing / processing invoicing of the Client, JV partners and Sub-consultants.
• Assisting in the development of financial reviews.
• Assist in the review and development of project proposals, variation orders and claims.
• Monitor and reporting on project and JV budgets / approved vs actual expenditure.
• Costs Control.
• Data analysis

Team Support

• Administration of job descriptions.
• Assist in the preparation of project plans and claims.
• Accessing and updating project reports.
• Expat support with Work Permits and Residence Permits

SHEQ Support

• SHEQ support duties and administration.
• Assist in the project team and Quality Manager.

Job Requirements

Qualification:

• Grade 12
• Certificate in Business Administration.

 Experience:

• Four plus years administration/secretarial/PA experience on large / mega projects.  (International experience will be highly advantageous). 
• Experience within the dams/hydro-power space and with large international consultants or contractors.
• MS Office suite Word, Excel, Outlook, PowerPoint, MS Access Database, MS Power BI.
• SHEQ support experience.