Project Coordinator (AD.08) X2 at University of the Witwatersrand

Key responsibilities include the following:

Administrative and Coordination Support

• Compile and draft various forms of NEC4 contracts including works, professional services, term services, and supply contract templates as directed.
• Coordinate and consolidate project information issued by the Project Managers and produce project specific or portfolio-wide progress reports as directed.
• Coordinate and consolidate project financial information issued by the Project Managers to maintain accurate project specific and portfolio-wide financial forecasts and tracking of actual expenditure versus the forecasts.
• Coordinate and consolidate project implementation plans issued by the Project Managers and produce project specific or portfolio-wide
• Maintain accurate, organised, and complete records of all project related documents received and produced.
• Maintain accurate, organised, and complete contract database/register to include all agreed conditions.
• Ensure that all completed projects are closed financially, and that fixed assets capitalisation data is timeously prepared for submission to the Central Finance Department for capitalisation.
• Liaising and communicating with a variety of stakeholders such as professional and support staff, academic staff, external stakeholders, consultants, suppliers, contractors and the public.
• Produce reports as directed, including departmental reporting requirements to University management and donors.
• Coordination for any meetings, functions, events, catering, travel and parking as required.

Procurement Support

• Facilitate and coordinate project or departmental related procurement activities in accordance with the university’s policies and procedures, including guidance of assigned project managers through the tender documentation development process
• Drafting of tender advertisements and requesting of quotations through Procurement Services department in preparation for the target tender advertisement dates
• Coordination and administrative support for tender evaluations including coordinating evaluation meetings, processing submissions and reviewing procurement mandatory submission documents, drafting of submission summary schedules, drafting of evaluation schedules and templates, consolidation of evaluation team submissions, preparing tender evaluation report templates, completeness review of final tender evaluation report packs prior submission to the Tender Committee, and drafting and distributing tender outcome letters

Requirements:

• Matric
• A relevant NQF Level 7 degree
• Five years of work experience in project coordination and administration, with direct experience in built environment and / or infrastructure delivery preferable
• High level of computer literacy (MS Office suite essential)
• Excellent communication (written and verbal), interpersonal and organizational skills
• Capable of working independently as part of an integrated infrastructure planning and delivery team with general guidance from direct line management
• Problem solving and analytical thinking
• Ability to prioritise a fluctuating high-volume workload
• Understanding of construction and infrastructure delivery terms, scheduling and planning concepts
• Exposure to general business structures, processes, policy and governance principles
• Any certifications, qualifications or professional registrations in relation to Project Management is advantageous
• Any certifications, qualifications or professional registrations in relation to Procurement and Supply Chain Management is advantageous
• Proficiency in MS Project is advantageous
• Experience / exposure to NEC suite of contracts is advantageous
• Experience / exposure within