Project Assistant at ATNS

Job description

Project Assistant Duties for Project Teams established in the Engineering Department (could be more than one team at any given time) -

•  Reproduction, collation and assembly of project related documents and training manuals. Assisting with Project Meetings and Minutes when needed. Maintenance of Filing Cabinet and review once years to see all files are on place and updated for ISO Standards. Managing appointments for project team and arranging meetings, conferences, seminars. Making travel arrangements for project team. Assist and follow-up with project reporting and schedule reviewing (target dates for Exco and Procom Meetings). Maintain an oversight of the relevant project contracts to ensure that deliverables are as per the contract and milestone payment schedule. Typing, preparation and assembly of reports and presentations and of all requested documents. Diary co-ordination for the current allocated projects. Promote department co-operation. Attending to internal and external visitors for the project team. Maintain project timescales and resolving internal project issues. Prepare a monthly report for all project status issues as per directive.

Maintenance and Management of Filing System for the Projects - 

• Project filing for responsible projects and keep up to date. Maintain and manage hard and soft filing systems for new/closed/archived files. Creating hyperlink of scanning documents. Filing all correspondence and documentation in the appropriate folders. Control of the location, issuing and return of all the folders. Maintain incoming and outgoing correspondence of Project Managers.

 Financial Administration - 

• Obtaining BEE status for New Supplier accounts. Obtaining Budget Breakdown Codes after approval. Creating and Receiving Project Accounting Purchase Orders and follow-up the payments for allocated projects with remittance advice of month. Financial Administration of project purchase requirements against budget and track expenditure. Maintain and update the projects payment schedule and advise all stakeholders of changes.
• Ensure that invoices are received and processed on time as per payment schedule. Resource Management – (follow up on submissions & incorrect entries / forecasting & allocation of resources) Sub-contractor Management – (setting up, reviewing and managing subcontractor contracts / Keep track of subcontractor expenses / ensure it aligns to the contract and within budget /ensure subcontractors paid timeously / follow up on timesheets) Budgeting & Financial Management – (Compiling monthly forecast & yearly budgets / compiling monthly revenue and expenses report)
• Coordinate new supplier registrations with the Procurement Department. Liaise with project managers and the Procurement Department to keep track of new CAPEX approvals

Minimum requirements

Minimum Qualifications 

• National Diploma in Business Management and Administration

 Desirable additional Education, Work Experience and Personal Qualities

• Project Management Certificate

 Minimum Experience

• 3 years’ experience as a project assistant on multi-disciplinary projects