Jobs at GIBB Engineering and Architecture

Purpose:

Provide project office management assistant functions to PM and PE. Responsible for general project admin, financial administration and administration of quality management system. To provide administrative support to the project team. To coordinate project administration office key tasks and support team covering project document control including templates and documentation quality assurance, financial administration including invoicing, correspondence register, procurement and contract administration registers including sub-cons, co-cons and ESD partners, resources schedules, project reporting and performance monitoring data.

Requirements

DOCUMENTATION MANAGEMENT AND CONTROL

• Establishing and managing the project electronic management system
• Management and processing of incoming and outgoing documents
• Managing the distribution and control of project documentation
• Managing the delivery and acceptance of project documentation/deliverables
• Archiving project documentation
• Maintaining the JV and Project communication plan

 COORDINATION OF DOCUMENTS COMPILATION

• Collation of inputs from various authors into master document
• Assist project team with document quality assurance review and editing
• Management of version control
• Acting as a point of reference on the use of the project administration Quality Management System
• Assist in the development of a project administration quality plan

 PUBLISHING OF DOCUMENTS:

• Combining report components prepared in various packages (e.g. Word, Excel, CAD etc.) into single Adobe document.
• Creation of bookmarks and links in Adobe version of reports
• Pagination and publishing reports using Adobe.
• Arranging for transmittal and distribution of documents

 RESOURCE SCHEDULE

• Updating resource schedules
• Preparation and updating of plans (JV plans
• Checking planned vs actual utilisation of resources
• Capturing of submitted timesheets and verification against planned effort

 PROCUREMENT AND CONTRACT DOCUMENTATION ADMINISTRATION

• Accessing procurement and contracting documentation templates
• Executing / processing sub-consultants administration
• Maintain Procurement and Contract administration registers
• Keeping and Maintaining Contractual documentation (All project contractual documentation)

 PROJECT FINANCE ADMINISTARTION

• Arranging for the production and distribution of project financial information
• Preparing / processing reimbursing expenses
• Preparing / processing invoicing of the Client, JV partners and Sub-consultants
• Assisting in the development of financial reviews
• Assist in the review and development of project proposals, variation orders and claims.
• Monitor and reporting on project and JV budgets / approved vs actual expenditure

 TEAM

• Administration of job descriptions
• Assist in the preparation of project plans and claims.
• Accessing and updating project reports

 Qualifications:

• Proficient in MS Office Suite (Word, Excel, Outlook and Power Point)
• Competent in the use of Adobe Professional
• National Diploma in Office / Business Administration – Management or Relevant Certificates
• Diploma in Project Management- added advantage

 Experience:

• 5 - 8 Years’ experience in construction multidisciplinary project office administration with proven track record in:
• Document management and Records Keeping
• Contract administration
• Project financial administration
• Knowledge of ISO 9001
• PM software experience-added advantage

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Job Description

• We welcome your application if you believe you meet the requirements for this position. 
• The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions.
• The experienced Project Engineer: Mechanical will be part of a team that manages key clients and projects in the mining/infrastructure projects.
• The specific engineering responsibilities include studies, designs, coordination, and completion of projects on time, within budget and within scope.
• In collaboration with the engineering team and depending on the size of the project, the candidate must be able to oversee all aspects of projects from the concept study phase, through to feasibility studies, detail design, execution and commissioning.
• Set deadlines, assign responsibilities, and monitor and manage project progress.
• Prepare reports for upper management regarding the status of the project.
• Prepare proposals and interact with team members, sub-consultants, and clients.
• The candidate will work in a team and with clients to ensure deliverables fall within the applicable scope and budget.
• He or she will coordinate with other departments to ensure all aspects of each project are aligned and assist with the identification of new and innovative solutions to the client’s needs.

The successful candidate will be responsible for:

• Broad understanding of mechanical infrastructure systems, which includes mining infrastructure requirements, commercial construction industry practices, construction contracts, and budget/schedule management. etc.
• Good interpersonal and people management, together with a strong desire to lead projects.
• Ensure that all projects are delivered on time, within scope, and within budget.
• Assist in the definition of project scope and objectives, involving all relevant internal stakeholders and ensuring technical feasibility.
• Develop a detailed project plan to monitor and track progress.
• Manage changes to the project scope and project schedule using appropriate verification techniques.
• Collaborate with design engineers to develop and review mechanical engineering designs, ensuring compliance with specifications and regulations.
• Report and escalate concerns to management as needed.
• Manage the relationship with the client and relevant stakeholders.
• Perform risk management to minimize potential risks.
• Establish and maintain relationships with third parties/vendors.
• Meet with clients to take detailed ordering briefs and clarify specific requirements of each project.
• As required, travel to site for client interaction and/or OEM supplier premises.
• Delegate project tasks based on junior staff members' individual strengths, skill sets, and experience levels.
• Develop project plans to be shared with clients as well as other staff members.
• Ensure that work is done in accordance with acceptable standards.
• Maintain project records in accordance with the internal quality management system.
• Preparation and management of specifications, schedules, estimates, progress reports, meeting agendas and minutes, and procurement issues.
• Mechanical engineering and design during all project phases according to client, national, and international standards.
• Assessing client/ project engineering requirements.
• Supervise construction activities, provide technical guidance, and resolve any issues that may arise during the construction phase.
• Prepare concept design and the ability to objectively evaluate both technically and commercially, different options based upon project objectives/requirements.
• Oversee testing and commissioning processes to verify the functionality and performance of mechanical systems.
• Ensure that all project activities adhere to health and safety regulations and industry best practices.
• Cost estimation of mechanical engineering scope of work, including equipment and construction costs.
• Prepare Proposals, Expression of interests, and tendering.
• Collaborate with local and international teams.
• Technical Client Presentations.
• Mentorship of junior team members

Qualifications

• Professional Engineer, registered with ECSA (Will be an advantage)
• BTech or BEng degree in Mechanical Engineering
• Government Certificate of Competence (GCC) (Will be an advantage)

Experience

• 5 -10 years of experience in the mining environment.
• 5 - 10 years of experience in bulk materials handling systems
• Experience in the design of bulk materials handling systems.
• Experience selecting mechanical equipment for bulk material handling systems
• Experience in leading multidisciplinary teams to complete a project.

Key Competencies

• Broad understanding of mechanical infrastructure systems, which includes mining infrastructure requirements, commercial construction industry practices, construction contracts, and budget/schedule management. etc.
• Good interpersonal and people management, together with a strong desire to lead projects.