Jobs at Civil Aviation Authority (SACAA)

General Administrative Functions

• Assist Management and the Department in managing the diary, coordinate and schedule department meetings and events using the organization's electronic tools.
• Prepare departmental documents and reports.
• Collate information for reports preparation.
• Package documentation required for meetings and other departmental engagements.
• Circulate required information and documentation throughout the department and keep accurate record thereof. 
• Develop and maintain a proper filling system to ensure accurate retrieval of information as and when required.
• Screen, classify and record documents for easy access and tracking.
• Coordinate functions and meetings for the department.
• Provide administrative support with meetings and other departmental functions.
• Prepare and circulate minutes for departmental meetings.
• Update and circulate for approval information on departmental documentation as provided by the Subject Matter experts. 
• Coordinate budget preparation and reporting on expenditure. 
• Process operation manuals and amendments.
• Arrange domestic and international travel by organizing submission approval, allowances, and all travel related logistics. 

Office and Stakeholder Management

• Manage the control of all consumables and liaise with the Procurement Department regarding stock. 
• Organize requests for assets, their delivery, allocation and management for the department.
• Track and monitor progress on projects and prepare reports thereon.
• Ensure appropriate communication with SACAA and with external clients.
• Promptly deal with telephonic, mailed enquiries or personal interactions.

Requirements

Education

Minimum

• Grade 12
• Certificate in Office Administration as an advantage

Ideal

• Diploma in Office Administration/Secretary or Office Management 

Experience

• 1-3 Years in Office Administration or Secretary

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Description

Project / Programme Management

• Implement and maintain the project management methodology
• Facilitate / draft / define project requirements in consultation with and for approval of the client
• Contribute to project / program business cases ensuring they are designed to reduce cost, lower TCO and ensure functional fit.
• Facilitate development and approval of project plans considering interdependencies and requirements across affected functional areas
• Determine and Implement project schedules, milestones, deliverables and tasks, ensuring that projects are outcomes / results focussed.
• Manage the delegation and availability of adequate and capable resources to deliver industry best practice projects. 
• Attend and chair regular program / project meetings / working group meetings as required, implementing specific aspects of the project plan delivery and track progress.
• Manage implementation of project plans to track and achieve desired scope within time, cost, quality and safety constraints.
• Perform regular (monthly, quarterly, annual) reporting on project statuses to Executive Corporate Service.

Governance & Compliance

• Facilitate and ensure implementation of projects in adherence to approved project management, quality, safety, environmental and risk management policies and procedures.
• Manage, monitor and mitigate project risks through the SACAA Enterprise Risk Management methodology
• Ensure project adherence to statutory requirements and practice good corporate governance

Financial Management

• Develop detailed project budget and forecast cash flows / milestones from approved budget
• Monitor, review and approve project costs and variations thereto
• Develop risk profiles around costing and mitigation strategies to manage slippage

Performance Monitoring & Reporting

• Prepare and implement regular reporting mechanisms that are linked to on time, on budget delivery and address any slippage issues
• Conduct on-going KPI tracking, analysis, relevance and review
• Implement PM framework for direct reports and contribute to performance reviews for specialist resources
• Contribute to establishing the weightings of KPI's to reflect strategic focus/intent and suggest changes over the lifecycle to steer the project accordingly
• Provide advice to the Executive Team in relation to risks and interdependencies in relation to projects.

Change Management & Communication Management

• Facilitate and implement project specific communication strategy/plan
• Liaise with communication department to ensure overall consistency of approach and identify key requirements for inclusion in project communication plan
• Manage and respond to information requests from the client in relation to the project
• Contribute to the development of a project specific change management plan
• Create and approves business papers for meetings overseeing project delivery

Contract Management

• Contributes to tender assessment and participating on tender evaluation committee if required.
• Assist in the preparation of tender and contract documents
• Contribute to procurement requirements through consultation with the procurement directorate.
• Facilitate review and approval of Contractor SLA’s to meet all contract requirements and manage resolution of contractual disputes
• Review and recommend actions for and approve proposed variations to contracts.
• Ensure SACAA meets all project related contractual obligations

Stakeholder Management

• Management of key project stakeholders (internal & external), interdependencies, risks, variations and issues for successful project delivery providing high level advice and assistance where required.
• Proactively ensure that client concerns are resolved, and expectations met by fostering strong working relationships.
• Liaises with internal departments to ensure the integration of all key elements of projects
• Shares lessons learnt and best practice with project stakeholders as part of a peer review group.
• Creates a respectful partnering approach to relationship management

Talent Management

• Provide clarity of work expectations for staff around all projects and project element linkages to programs
• Provide clear communication and encourage information sharing across project teams to work to consolidated goals of overall program delivery
• Coach and mentor staff in relation to working as part of a team
• Manage staff, contractors and consultants within the project to ensure timely, effective and efficient performance of activities
• Negotiate development plans for direct reports by identifying capability gaps and developing strategies to close the gaps.

Requirements

Minimum Qualifications:

• National Diploma in Project or Programme Management or other relevant qualification at the NQF level 6

Ideal Qualifications:

• Degree in Project/Programme Management or other relevant qualification at the NQF level 7.

Experience:

• 5 years Project/Programme Management of diverse and complex multi-million-rand interdependent projects or
• 3 years Aviation experience 

Closing Date: 27 December 2023