Jobs Available at GIBB Engineering and Architecture

Key Performance Areas

Administrative Support

• Handling incoming and outgoing mail;
• Office upkeep;
• Serving as the first point of contact for visitors;
• Managing office supplies;
• Maintaining filing systems (both physical and digital);
• Coordinating staff leave records, personnel files, and other important information; and
• Capturing of submitted timesheets, leave application forms and verification against planned effort.
• Performing data entry.

Documentation Management and Control

• 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, PowerPoint, 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.
• Related tasks. 

Meetings and Appointments

• Scheduling meetings and other appointments;
• Preparing agendas;
• Preparing minutes of meetings.

Resource Schedule

• Updating resource schedules.
• Preparation and updating of plans (JV plans)
• Checking planned vs actual utilisation of resources. 

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 Administration

• 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 Support

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

Requirements

Job Requirements

Qualification:

• Grade 12 with a Diploma in Office Administration advantageous.

Experience:

• Minimum of 5 years' experience administration/secretarial/PA experience.
• Minimum of 5 years' experience working on construction projects sites.
• MS Office suite Word, Excel, Outlook, PowerPoint.

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Key Performance Areas

• Assist in the compilation of construction-related contractual correspondence, and draft responses to all such incoming correspondence, in co-operation with the responsible SM(s).
• Responsible for coordinating and compiling daily, weekly, monthly reports for progress, finance, construction progress, disputes, and claims.
• Responsible for coordination and submission of construction records to the Engineering Team for compilation of As-Built records.
• Maintain registers and ensure timely responses to all correspondence, claims, and queries from the Contractor.
• Arrange for all site meetings and subordinate meetings including agendas, invitations, access to meetings, venues and production and distribution of minutes.
• Evaluate project events, variation notices and any other claims for entitlement and recommend appropriate action.
• Responsible manager for all Construction matters of the Construction Management team, including providing assistance to DRB (Dispute Review Board) process.
• Evaluate reports on progress vs programme with respect to Construction Works and make recommendations.
• Monitor, analyse, report and make recommendations on milestone achievement and payment certification with respect to current contractual issues relating to Construction Works
• Integrate the efforts of the Contracts Management team with those of the Construction Assurance team, communicate contractual priorities and address CAM (Contract Administrative Management) contractual requirements.
• Co-ordinate the efforts of the Contracts Management team with those of the other relevant PST (Project Support Teams), including programming, variations, land, utilities etc. and communicate information requirements of Contracts Management purposes.
• Interface personally with SM’s (i.e. Chief Resident Engineers and Resident Engineers) on contractual issues and assist them in leading and directing the Section Contracts and Programme Engineers, including liaison on site admin structures and plans necessary for the commercial function.
• Coordinate with the Section Mangers in compiling the monthly development programme progress reports, check that their reporting is aligned across all Sections and that it covers contractual aspects.
• Responsible manager to collate, reconcile, co-ordinate and access from site construction records the specific information as required for Contract Management purposes, through Section Contracts and Programme Engineers (or their Section Managers).  Regularly review and align record-keeping on site for Contracts Management purposes.
• Identify construction-related contractual risk and recommend appropriate action.
• Manage construction-related risks and bring them in line with the broader PST risk management process.
• Develop and maintain a construction-related risk register.
• Compile ad hoc reports as required for approval by the Head of Contracts Management (i.e., FIDIC Engineer)
• Relay issues of concern to the Head of Contracts Management.
• Grow and develop site-based commercial staff, identify CPD (Continuing Professional Development) opportunities for them and self.

Job Requirements

Qualifications:

• BSc/BEng, or B-Tech Degree in Civil Engineering or Quantity Surveying.
• Professional registration with ECSA as a PrEng or PrTech or registration with SACPQSP would be advantageous 

Experience:

• A minimum of 10 years’ experience on major civil  construction projects, 5 of which have been spent as a Quantity Surveyor or Contracts Engineer and/or Programming Engineer
• Working knowledge of construction law.
• Ideally experienced in one or a combination of the following: construction of weirs, pipelines, roads, buildings and structures, and or heavy foundations and civil construction.