Senior Projects Administrator - Nelson Mandela Metropole at Unique Personnel

Job Purpose

• To ensure the highest quality of project administrative and monitoring services to ensure project administration, procedures, work schedules are delivered and executed in accordance with set standards, from planning to final implementation phase.

Key Performance Areas

Project Administration

• Executes the project administration process by creating and consolidating procedures and work schedules in accordance with standards, to support the successful delivery and implementation of projects.
• Creates and provides standard templates, tools and techniques to execute project work in a timely and effective manner.
• Compile’s administration and documentation, sets goals and timelines, selects appropriate resources, schedules project meetings and evaluates weekly project progress until successful implementation.
• Project administration and document control (tracking mechanisms in place).
• Availability of information.
• Work schedules in accordance with standards and procedures.
• Tools and techniques successfully applied to ensure compliance.
• Progress reports completed and available.

Communication

• Develops and executes an efficient internal communication system / open channel to ensure continuous information sharing with the Management team.
• Co-ordinates project actions as required with vendors and suppliers as needed.
• Communicates project objectives to all team members involved.
• Attend, provide input and assist with weekly project meeting at least once a week for each project. 
• Information sharing on a continuous basis.
• Management / stakeholder feedback positive.
• Stakeholder satisfaction index.
• Project objectives communicated.
• Minutes of meetings available and followed up for action where applicable.

Compliance

• Operates within controls and procedures in order to ensure the integrity of company.
• Identifies and reports risks or areas of concern to management within own department and area of responsibility.
• Ensures compliance with all relevant regulations and procedures to prevent fruitless, wasteful and irregular expenditure. 
• Compliance with applicable regulations and procedures.
• Risks reported to Manager.
• Availability of documentation and records.
• Cost and expenditure monitored – waste minimized.

Customer Service

• Maintains effective working relationships with customers (both internal and external) towards rendering highest quality of services.
• Represents company in meetings with relevant stakeholders.
• Identifies and solves problems creatively whilst demonstrating a high level of integrity in line with company core values.
• Client / Customer / Employee satisfaction index.
• Comebacks / discrepancies minimized.
• Compliance with applicable regulations and procedures.

Staff Supervision

• Ensures that all employees have signed performance agreements.
• Monitors and measures performance quarterly by conducting employee appraisals.
• In collaboration with HR, identify staff performance objectives, potential areas of development and action plans where necessary.
• Ensures ongoing training and development of employees.
• Addresses employee relations matters fairly and promptly.
• HR procedures adhered to.
• Performance contracts in place.
• Performance appraisal sessions held.
• Performance objectives set and achieved.
• Feedback received from employees.
• Training and development plans in place.
• ER matters attended to.

Cost And Financial Control 

• Contributes to the budget preparation process.
• Promotes and communicates the effective, efficient, economical and transparent use of financial and other resources.
• Monitors and controls expenditure against budget and ensures spending occurs within budgetary limits and company financial guidelines, report deviations to direct Manager.
• Explores opportunities to control and reduce costs.
• Continuously optimises and maximises business performance through maintaining cashflow and achieve set EBITDA targets.
• Budget input provided in a timely manner.
• Compliance with applicable regulations and procedures.
• Cost and expenditure monitored – waste minimized.
• Opportunities to control and reduce cost presented and implemented.

Inherent Requirements    
Qualifications

Minimum

• Diploma in Project Administration or related fields (NQF 6)
• Bachelor’s Degree in Project Management or related fields (NQF 7)

Experience Minimum

• Up to 5 years’ experience as a Project Administration or similar role of which: 1-2 years should be at Supervisory level

Technical Competencies

• (Knowledge/Systems/Legislation)
• Computer Literacy (MS Office Suite).
• Project Management, Planning and Administration principles, procedures and principles.

Behavioural Competencies
(Skills/Attributes/Abilities)

• Proactive.
• Action-oriented.
• Problem Solving and Analytical skills.
• Flexibility.
• Planning and Organising.
• Supervisory Skills.
• Relationship Building.
• Customer Focused.
• Resilient.
• Communication skills (both verbal and written).