Project Coordinator.(AD08). at University of the Witwatersrand

The main purpose of the job: 

• The Project Coordinator will provide the project management team with administrative and coordination support in the execution of projects and works within the Campus Planning and Development Department.
• Duties to be inclusive of undertaking administrative tasks related to project management, procurement, contract management (NEC suite of contracts), reporting and financial administration to be undertaken as directed by the line manager (Capital Programme Manager), aligned with the reporting requirements of donor / sponsorship agreement, DHET directives and approved University policies and procedures including but not limited to the approved Infrastructure Procurement and Delivery Management (IPDM, 2016) procedures and guidelines.

Brief Description        
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.
• Coordinating the nomination of scoping and evaluation members required to participate in the tender process, and securing approval of nominations by the Head of the Department.
• Drafting tender document templates including non-technical information, in coordination with the project managers who will provide the technical information.
• Drafting of tender advertisements and requesting of quotations through Procurement Services department in preparation for the target tender advertisement dates.
• Completeness review of final tender documentation pack to be submitted for uploading to the university’s website or directly issued to invited tenderers.
• Coordination and administrative support for tender processes as the designated Tender Administrator, keeping records of intent to bid registers, attendance registers, schedule of queries, submission registers and coordinating information sessions.
• 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.
• Compiling comprehensive tender audit documentation packs to be stored on the designated departmental network shared drive or any other physical or virtual location as directed.
• Drafting weekly procurement status reports per tender to be submitted to Procurement Services Department.
• Facilitating post procurement activity review and feedback meetings for lessons learnt and process improvement.
• Any other procurement related administrative and reporting requirements as directed by the line manager.

Procurement Administration Support

• Load vendor applications on the supplier onboarding portal;
• Reviewing contract documentation submissions for correctness, completeness, and compliance with the university’s delegation of authority and procurement policies and procedures.
• Loading of purchase requisitions on Oracle, for Finance team to review and approve against project control budgets;

Maintenance of Project Management Systems

• Responsible to maintain departmental project information on the designated systems in accordance with departmental processes and university policies and procedures.
• Responsible to ensure that all project related documentation issued by Project Managers is filed on the departmentally designated system, and that project records are comprehensive and complete as required for internal and external audits. Documentation includes but is not limited to the business case and project approvals, contracts, invoices, plans and drawings, meeting minutes, risk registers, reports, and implementation programmes. 
• Responsible to maintain accurate, organised, and complete contract database/register to include all agreed conditions.
• Responsible to 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.

General Administration, Coordination and Support

• 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.
• Develop documents, reports and presentations as needed for management use.
• Make travel arrangements for project teams as required.
• Coordination for any meetings, functions, events, catering, and parking as required.
• Any other ad hoc duties as directed.

Requirements:

• Any certifications, qualifications or professional registrations in relation to Procurement and Supply Chain Management. NQF Level 7
• Any certifications, qualifications or professional registrations in relation to Project Management. NQF Level 7
• 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
• Proficiency in MS Project is advantageous
• Experience / exposure to NEC suite of contracts is advantageous
• Experience / exposure within Oracle or similar ERP system environment is advantageous.