Project Coordinator: Customised Board Development (CBD) at Institute of Directors South Africa

Job Purpose

The job purpose of the Project Coordinator: Customised Board Development for the IoDSA is to coordinate Board training effectively and efficiently for the IoDSA’s corporate clients. Clients are located both locally and internationally. The role of Project Coordinator: Customised Board Development is to provide, maintain and enhance the professional level of support and services rendered within the Corporate Services work stream as required within the professional environment of the IoDSA. The reputation and the corporate image of the IoDSA are both factors that you will have direct influence over. As Project Coordinator: Customised Board Development your main role within the organization will be to provide project coordination and administration duties relating to the delivery of CBD online and face-to-face workshops/training and related projects.

Key responsibilities and duties

• Acknowledging and capturing client requests (email, phone) as necessary and sending them to the PS.
• Coordination, attendance, and contribution at client meetings with the team/facilitator to discuss workshop/training programme scope, expectations, and other administrative matters.
• Assisting with the preparation of proposals/agreements and related project documentation for PS review and approval.
• Assisting with the sending of proposals/agreements to clients for signing and follow-up thereof.
• Facilitator allocation and date coordination for each workshop/training programme assigned by the PS.
• Preparation, completion, and delivery (email/post/physical) of tenders and respective documentation (SBD documents, other).
• Preparation and sending the client satisfaction survey links for each workshop/training programme.
• Arranging delegate nametags, registers, printouts etc. for each workshop/training programme (face-to-face format).
• Creating electronic copies of delegate slides and reference material for electronic distribution.
• Arranging and tracking any workshop/training programme material to be couriered, using the IoDSA-approved logistics service provider, if required.
• Creating and distributing online links for the delegates and facilitator to attend online workshops/training programmes.
• Correcting/updating facilitator slides in line with company CI for the respective workshop/training programme.
• Effective e-filing of all client and workshop/training programme information on IoDSA server in line with department processes.
• Coordination of facilitator travel requirements by liaising with the client, facilitator and/or internal departments.
• Monitor workshop/training programme progress and escalate issues to the PS as needed.
• Creating and sharing delegate Multiple Choice Question access, assisting delegates with MCQ access queries, as required on Certified Director pathway projects.
• Providing letters of completion to delegates that have completed the Certified Director pathway.
• Creating events on the YourMembership platform for delegates to register for the event.

Other:

• Using the IoDSA-approved digital tools to track and monitor workshops/training and projects from the proposal phase to the completion phase.
• Point of contact for all workshops/training programmes and project stakeholders.
• Travel to clients and workshops/training programmes within Gauteng as required.
• Maintain a positive and professional relationship with IoDSA facilitators.
• Additional ad-hoc activities as required.

 Attitude & Personal Attributes

Mandatory behavioural competencies:

• Show commitment, be dependable and understand the why, and do the right things.
• Innovative, agile, efficient & show drive.
• Display excellence, solution-orientated, can take on more attitude, commitment to improvement.
• Act with integrity, show respect, team player.
• Excellent communication skills – non-negotiable.
• Ability to talk to all audiences in an organisation from front desk to Board Chairman.
• Comfortable speaking to groups of delegates.
• Ability to deal with demanding clients/stakeholders and keep composure.

Additional:

• Problem-solving with a proactive mindset.
• Confidence in one’s abilities.
• Team player.
• Ability to remain calm while working under pressure.
• Agility and adaptability to the constantly changing working environment.
• Friendly and welcoming demeanour.
• Go beyond the minimum requirements attitude.
• Deadline orientated.
• Customer service approach.

Required skills and knowledge (Technical Requirement)

• Extremely high level of attention to detail.
• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint).
• Advanced organizational and time-management skills with the ability to handle multiple assignments.
• Excellent communication skills.
• Knowledge of the digital work environment (Zoom, MS Teams, online task-management tools, others etc.).
• Ability to work in a hybrid environment and remain accountable for the quality of output is non-negotiable.
• Hands-on experience coordinating multiple workshops (either face to face or online) in a corporate setting will be advantageous.
• Managing, monitoring, and adjusting timelines on projects for deliverables.
• Experience with coordination of flights and travel.
• Basic financial understanding (income, expenses, gross profits).
• Customer service approach.

Experience, training and qualifications (Technical Requirement)

• 3 – 5 years’ experience in a training environment, or similar, as a training coordinator or project administrator.
• Matric.
• A business or related degree will be advantageous.
• Project management courses or similar will be advantageous.
• Own reliable transport with a valid driving license.
• Proven history of excelling in a similar role