Project Leader: Special Projects (P8) at Sol Plaatje University

Minimum Requirements    

• 5 years of related experience
• Advanced Diploma/ Degree -NQF Level 7 in Business Administration or Project Management qualification or any other related field
• PMP / PRINCE2 certification is an added advantage.
• Proven work experience as a Project Coordinator or similar role
• Valid driver’s license
• Microsoft Projects and Microsoft Planner (Intermediate Level)
• MS Office Suite – (Intermediate level)

Duties & Responsibilities    

• Project Management
• Manage project resources (activities, equipment, information, and technology)
• Break projects into doable actions and set timeframes
• Liaise with clients to identify and define requirements, scope, and objectives
• Assign tasks to project coordinators and manage schedules
• Make sure that client's needs are met as projects evolve
• Analyse and mitigate risks and opportunities
• Work with the Director to eliminate blockers
• Use tools to monitor working hours, plans and expenditures
• Ensure all appropriate legal paperwork is in place (e.g., contracts and terms of the agreement – MoAs) and readily available
• Manage and maintain comprehensive project documentation, plans and reports
• Ensure standards and requirements are met by conducting quality assurance controls
•  Ensure implementation of SPU policies and practices relating to expenditures/transactions monitored as per project scope
• Ensure all projects within the Portfolio for Special Projects are completed on time, within, budget, and meet high-quality standards.

Document Management

• Present relevant project documents during scheduled meetings
• Manage the document management/filing system
• Ensure project documents are archived including those of project coordinators
• Consolidate data and prepare documents for consideration and presentation by Executive Management

Risk Management

• Manage and analyse the risk of each project
• Manage management of the Portfolio
• Present Monthly Risk Registers for each project and issue them to the SPU Risk Manager
• Ensure proactive action and implementation to resolve any risk that manifests

Purchase Orders and Procurement

• Manage project procurement
• Timeous approval of project resources
• Maintaining stock required for the project
• Manage a relevant document management system
• Process and approve purchase order requestsfrom relevant parties
• Ensure that all PO requests are signed off by the designated signatories and obtain approval
• Matching up of PO request and original PO from ITS
• Communicate with all vendors regarding outstanding deliveries and payment procedure
• Clearing unpaid PO’s monthly

Financial Administration

• Manage and track budget
• Manage the processing of accounts related to office equipment usage
• Recommendation/Approval of orders for office consumables
• Monitor and manage budgetary transactions
• Manage expenses against the project budget
• Report on expenditure
• Ensure that all projects are completed within the agreed time, within budget and meet high-quality standards.

Health and Safety

• Manage health, safety, and security risks for each project
• Inform health and safety representatives and Director about any health and safety issue
• Ensure health and safety representatives are appointed and properly trained
• Ensure a safe environment for all students and staff
• Ensure that health and safety rules and procedures are adhered to
• Ensure that staff are aware of emergency procedures and policies

Client/Stakeholder Liaison

• Manage project progress and handle any issues that arise
• Act as the point of contact and communicate project status to all participants
• Manage positive relations with all stakeholders
• Manage the arrangements for all Project-related meetings and events

Resource Management: Human Resources

• Manage staff of the Portfolio Special Projects
• Ensure fair allocation of workloads
• Provide input into job descriptions
• Monitor operational activities
• Contribute to the recruitment process for positions
• Take responsibility for new staff induction
• Take responsibility for performance agreements for all staff
• Manage staff training, development, coaching and mentoring
• Manage employment relations (grievance, discipline, and conflict resolution)
• Manage staff leave
• Ensure that staff records are kept up to date

Monitoring, Evaluation, and Reporting

• Relevant strategic and project reports as and when required
• Adherence to SPU policies and procedures
• Research and implement best practices
• Communicate and consult with relevant stakeholders