Project Office Administrator at RCL Foods

Job Description    
Purpose of the Role

Support the Vector Project Office and Information Technology (IT) functions in the:

• Administration and processing of Project and IT related payments, ensuring that all costs are appropriately approved, allocated and accounted for in the appropriate accounting period
• Monitoring and analysis expenditure against approved IT and Project Operational and Capital budgets to determine variances and reasons thereof
• Monitoring and reporting on the compliance of Vector projects to the project lifecycle methodology and governance requirements    

Minimum Requirements    

• Finance and/or Administration related qualification
• Exposure to project management and governance principles
• Minimum of 1 years’ experience within the relevant business function
• Valid Code EB drivers' licence.

Duties & Responsibilities    
Finance Administration:

• Serve as the Vector point of contact and liaison for IT and Project related vendors.
• Maintenance of invoice schedule for all IT and Project related invoices/ quotations received.
• Review of invoices/ quotations against Vendor contracts and agreements to ensure adherence to agreed terms and conditions.
• Initiate, manage and track the approval of IT and Project related invoices and quotations as per the Vector Levels of Authority.
• Processing of operational expenditure invoices and quotations on Vector SAP system ensuring correct allocation of costs to appropriate cost centres and general ledger accounts.
• Facilitate the completion of required Capital Expenditure Applications, in conjunction with Vector IT Application and Project Managers, for Capital related expenditure.
• Liaise with Vector Finance team to ensure payment of Vendor as per agreed payment terms and conditions
• Review of IT and Project related Cost Centres and General Ledger accounts to ensure correct allocation of costs prior to the closing of the monthly financial period.
• Preparation and processing of required SAP Financial journals to ensure that correct allocation of costs.
• Identification and processing of required financial provisions to be raised and reversed to ensure the accurate accounting of expenditure in the appropriate accounting period.
• Monthly reconciliation and analysis of IT Accrual Account to determine accruals surplus/ deficits and reasons thereof.
• Compilation and distribution of required month end financial reporting.

Budget Analysis and Review:

• Assist Project Office Manager with compilation of annual IT and Project Operational and Capital Expenditure budgets.
• Review monthly expenditure against budgets/ plan to identify any material variances.
• Liaise with relevant budget owners to investigate and determine reasons for expenditure budget variances.

Project Governance:

• Serve as the central point of contact for the receipt of new project requests and maintenance of project information on the Vector Project Portfolio system.
• Review of project request information to determine any gaps in information required to log the request and liaise with necessary stakeholders to address.
• Register the project on the Vector Project Portfolio system ensuring compliance with approved project naming standards.
• Track and report on compliance of Vector projects to the project governance requirements as defined by the Project Governance Framework and Policies.
• Preparation and publishing of Project Governance dashboard to required stakeholders.
• Liaise with required Project Managers to address and remediate governance gaps.

Document Management:

• Ensure that all required finance documentation (invoices, quotes, schedules, etc) are appropriately uploaded to the Vector Knowledge repository as per agreed guidelines and conventions (SharePoint).
• Assist project teams and Vector IT team with the uploading of required documentation to the Vector Knowledge repository as per agreed guidelines and conventions.
• Responsible for creation of Project sites on the Vector Intranet for the storage of project related documentation, as per the agreed guidelines and conventions.

Project Office Support:

• Assist Project Office Manager with the compilation of required management reports for presentation at Management and Executive forums.
• Tracking of compliance to IT and Project timesheet recording process and communication of non-compliance to appropriate Managers for corrective action.
• Compilation, analyse and distribution of timesheet reporting, highlighting planned vs actual time variances for explanations and corrective actions.
• Assist the Project Office Manager with IT Statutory Audit readiness activities as required.
• Provide administrative support to project managers as directed by Project Office Manager.

Technical Expertise

• Knowledge and understanding of finance and accounting principles.
• Exposure to project management and governance principles.
• Proficiency in Microsoft Excel, Word and Project, PowerPoint.

Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and client’s expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others utilising available training opportunities.
• Participate in, and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.

KPI’s

• Timely and accurate approval, processing and payment of IT and Project related Vendor invoices as per agreed contractual terms.
• Accurate accounting and allocation of costs in the correct accounting period.
• Timely identification and understanding of variances to Operational and Capital Expenditure budgets.
• Accuracy and completeness of the Vector project repository.
• Accurate and timely reporting on status of project governance.
• Completeness of IT and Project document repositories.

Closing Date: 12th, April 2022