Business unit:

GTI – Business Management: Project Management Office (PMO)

Key Responsibilities:

Project Support and Administration:

Successful planning and delivery process by collecting and maintaining data in a consistent form in line with GTI PMO processes and standards.
Co-ordinate all project meetings and workshops as requested by the Project/Programme Managers.
Responsible for arranging venue, catering and facilities for project meeting and workshops.
Responsible to transcribe type and distribute project documentation and communications.
Follow up on actions items to assist Project/Programme Managers.

Maintain project risk and issues log for Project/Programme Managers.
Create and maintain project file/folders as prescribed by PMO.
Update project specific information on behalf of the Project/Programme Manager as required.
Implement guidelines, procedures and templates to collect and maintain consistent data and provide hands on delivery support to a programme or project.
Assisting in the update of programme or project plans as required by the Project/Programme Manager.
Assist the Project/Programme Managers in recording cross project dependencies and the tracking thereof.
Assist the Project/Programme Managers in the preparation of status reports.
Manage configuration libraries.
Facilitate the quality review process for programmes and projects.
Perform Project/Programme administrative duties including the capturing of financial data on applicable systems.
Ensure the uploading of current project documents are done onto the prescribed document management system.
Schedule meeting venues and facilities for progress meetings.
Compile meeting minutes and distributes to attendees.
Maintain reference library / repository of all project documents
Update all project exception logs (e.g. risk logs, issue logs, change logs).
Assist Project/Programme Managers in maintain project baselines.
Maintain the lessons learned database.
Document and maintain lessons learned and keeping the database updated.
Ensure quality assurance in all aspects related to project/programme administration and systems.

Ensure Customer Satisfaction:

Subjective business partner satisfaction rating from the business partners to whom services are provided,
Project Manager Satisfaction Rating

Ensure accurate recording of Risk Control: Accuracy of risk recording register.
Ensure delivery: On time delivery of Defined deliverables according to PMO standard, within agreed time frames
Ensure compliance on agreed PMO governance process and artefacts: % compliance to PMO governance
Ensure effective learning and knowledge management: # Assigned Training days attended, # Improvement initiatives identified

Qualifications:

Minimum Matric qualification
Project and Office Administration advantageous

Knowledge:

Project and Office Administration
Advanced proficiency in Microsoft Office applications
Business writing and reporting skills, advantageous

Experience:

Meeting Management
Diary Management
Project Administration
Office Administration

Technical competencies:

Project Management - Exposure
Quality Assurance - Exposure
Service Level Management - Elementary
Stakeholder Management - Exposure

Personal competencies:

Results orientated
Good command of English language
Good written and oral communication skills
Ability to function effectively in a matrix structure
Ability to plan, prioritise and co-ordinate
Ability to think in terms of business outcomes and results
Strong relationship building and networking skills
Team player – approachable, ability to share with and consult others
Analytical ability
Time Management
Attention to detail

Problem Solving:

Quickly identify and act upon potential problems by applying sound judgment – ensure effective communication thereof.
Know when a problem can be solved on the spot and when it requires discretion and further analysis – ensure effective communication thereof

Planning:

Needs to think and plan ahead to ensure the successful delivery of planned outputs.
Display initiative in predicting possible problems and opportunities to set up contingency plans.
Organise information in a constructive, organised manner.

Decision Making:

Make informed calculated decisions when required in line with the bank’s values and within limits of authority.
Monitor changes in the operating environment and quick to act upon potential opportunities – ensure effective communication thereof.