Vacancy exists for aProject Administrator - SAP for large financial concern in CBD - 3 - 6 month contractOverallJob Purpose

To co-ordinate the planning, management andoversight functions across one or more projects/programmes of work.

KeyAccountability: Project Office Governance
- Review individual project plans to assess whetherall the project milestones have discrete, auditable deliverables, and engage with the appropriateProject Manager/s to address the potential shortcomings.
- Review projects to ensure that allcompleted milestones have deliverables thatcorrespond with the agreed scope, and are of a standardacceptable to the Project
- Manager, Project Owner/Sponsor and/or Programme Manager.
-Compile a consolidated weekly project office dashboard, within the Business Unit SharePoint site,using the weekly project reports as input. This entails ensuring that the current status ofprojects, as submitted weekly by the Project Managers, is accurately captured within the dashboard.
- Compile programme-level risk and issue schedules from individual project schedules, andfollow up with Project
- Managers to ensure that regular updates are received from them.
- Review weekly and monthly reports from Project Managers to ensure a consistent level of qualityin reporting. This is done by ensuring that: i) all sections of the weekly and monthly reports havebeen addressed, ii) that the content of the report displays progress since the previous report, orexplains the lack of progress, iii) that the reports are presented in good English, suitable forpresentation at the BU Exco meetings.
- Review updated project plans from Project Managers,as a basic quality assurance check Assist the Programme Manager/Senior Project Manager in compilingthe project office submission to the monthly BU Exco pack
- Where necessary, and agreed towith the Programme Manager/Senior Project Manager, consolidate project plans to createprogramme-level flight plan, by collating all project milestones as submitted by Project Managersinto one flight plan, showing delivery dates, and interdependencies.
- Regularly reviewproject finances (forecasts and actuals) to ensure alignment with business cases, drawinginformation from SAP, the Africa Technology's project management system, and reports from ProjectManagers.
Accountability: Project Support
- Co-ordinate the logistics of variousproject/programme related meetings (diary scheduling, venues, refreshments etc.).
- Supportthe Project Managers in the compilation, update and distribution of key documentation (meetingpacks, status reports etc.).
- Oversee the filing of project documentation (physical anddigital) by Project Managers, including the backup of digital information, to ensure a consistenthigh standard. Co-ordinate the onboarding of project team members, including physical infrastructure(furniture, phones etc.), briefing sessions etc.
- Process and co-ordinate the logging ofAfrica Technology service requests and change requests, including follow-up, tracking and feedbackto stakeholders
- Assist in obtaining sign-off on project deliverables
- Develop andmaintain effective, constructive relationships with all role players within the project.

Accountability: Project Administration
- Administer the BU ProjectsSharePoint site. This entails
i) ensuring all projects are able to store projectdata and submit weekly and monthly reports,
ii) making changes to thestructure of the SharePoint site, as requested by the Programme Manager (or Senior Project Manager),
iii) update all necessary reports within the Projects and Strategic Themessub-sites.
- Process project expense claims, by
i) ensuring all expenseshave been authorised by the appropriate people,
ii) registering costs on SAP,and
iii) liaising with the Finance department to make payment.

- Assist the Project Managers with the tracking of project expenses by coordinating andmonitoring project spend vs budget allocation to projects
- Process project vendor contractsby liaising with the BU project owner, Group Sourcing, and Sector and Group Finance as required, andensuring all paper documents are stored electronically on the SharePoint site, and physically onfiles.
- Process project vendor invoices, liaising with the BU project owner, Group Sourcing,and Sector and Group Finance as required
- Take minutes in Project Office and Programme-levelmeetings and distribute to relevant stakeholders
- Store all necessary Programme and ProjectOffice documentation on the BU server, according to the defined Programme and Project folderstructure
- Receive weekly progress reports from all Project Managers, for all projects, andensure that the contents have been updated within the SharePoint system by the Project Managers
- Receive monthly progress reports from all Project Managers, for all projects and ensure thatthe contents have been updated within the SharePoint system by the Project Managers
- Checkon the submission by Project Managers of monthly reports to the Cluster Project Office and ProjectSponsors, to ensure that all reports are submitted on time.
- Check the submission anddistribution of weekly and monthly reports by Project Managers to ensure that all relevantstakeholders are included, by checking against the project's stakeholder list.
- Collectupdated plans from Project Managers, and store on the project folder on the BU server. Check toensure that the project managers have updated the SharePoint site with the same report.

Role / Person Education Required
- Specification Matric or equivalent NQFlevel 4 qualification
- Education Preferred:
- Secretarial or office-administrationqualification

Experience Required:
- 3 years general workexperience
- 2 years administration experience
- Working with budgets
-Previous direct involvement with business-change projects

Knowledge & Skills:
- Communication Skills - verbal and written
-Planning and Organising Skills
- Good interpersonal Skills
- Team Orientation
-Diary-management skills (MS Outlook)
- MS Office skills (Word, Powerpoint, Excel)
-Minute-taking skills
- Understanding of project management disciplines
- Understandingof SDLC

Competencies:
- Working with people
-Adapting and responding to change
- Adhering to principles and values
- Coping withpressure and setbacks
- Planning and organising
- Achieving personal work goals andobjectives
- Following instructions and procedures