Job Description

###

The Infrastructure Fund (IF) announced by the President in September 2018 addresses the need for a dedicated blended financing facility for infrastructure programme projects. The aim of the IF is to transform public infrastructure financial provisioning using "blended" finance - combining capital from the public and private sectors and Development Finance Institutions (DFIs)/Multilateral Development Banks (MDBs). This will be dedicated to meeting the financing requirements for hybrid projects.



The mandate of the Infrastructure Fund has been captured in a Memorandum of Agreement (MOA) between the National Treasury, Infrastructure South Africa (ISA), and the DBSA entered into on 17 August 2020.



The purpose of the Project Administrator is to provide the Infrastructure Fund Division with project and team

administration support.

###

Key Responsibilities

Key Performance Areas:

1. Project Administration:



Provide project administration and management support to the Infrastructure Fund Team.

Support the project sponsor/owner/lead with the following tasks:
o Developing a project plan from concept to completion using an appropriate project methodology (PMBOK,Prince2).

o Preparing and updating project plan documents.

o Ensuring project activities and meetings are scheduled.

o Taking minutes and drafting action lists for each project.

o Following up on action lists to ensure delivery.

o Confirming commissioning, handover, and sign-off of the projects.

o Monitoring project progress in liaison with the project sponsor/owner/lead.

o Validating invoices/claims submitted by contractors/vendors for payment.

o Administering project accounting from the start to the finish of the project.

o Developing weekly and monthly feedback reports or as required.

o Creating and maintaining performance dashboards per project/programme.

o Preparing various presentations and reports on project/programme performance updates for the various Steering Committees, Exco, and Board.

o Updating the scope change request register and applicable project documentation and registers.

o Scheduling meetings, consolidating information for meetings, maintaining and disseminating minutes, and ensuring follow-up of actions as per the minutes.


Liaise with the project sponsor/owner/lead, and manage programme budgets and costs.

Provide the project sponsor/owner/lead with monthly project cost reports, including project variances of actuals versus budgets, and update forecasts.

Prepare project files for all projects according to best practice project management methodologies.

Provide administrative support for supply chain requirements; i.e., preparing requests for tender, sole source motivations, quotes, etc. Process invoices through the supply chain processes and systems.

Facilitate compliance with relevant standards, policies, and procedures for the relevant projects.

Create a project information library and manage both ad-hoc and standard project information.

Monitor the library to ensure required information and/or documentation are archived according to project requirements.

Administer contracts under the guidance of the project sponsor/owner/lead (scheduling, project meetings,progress reporting).

Assist with any project administration duties as assigned.


2. Team Administration



Maintain and manage the diaries of the Chief Investment Officer Infrastructure Fund (CIO IF), Heads and Specialists. This would include scheduling appointments, arranging meetings, collecting visitors from reception and organizing refreshments.

Attend to general queries made to the CIO (IF) / Heads and answer and screen incoming calls.

Responsible for document flow in and out of the CIO (IF) and business unit offices.

Develop and maintain advanced record-keeping (manual/electronic) and filing systems.

Performs high-level administrative and secretarial duties including typing, editing of reports and preparing presentations.

Compile confidential correspondence and general documentation on behalf of the CIO (IF) and Heads.

Undertakes all administrative duties (i.e. filing, photocopying and minute-taking).

Arrange local and international travelling arrangements and the processing of claims.

Arrange various events for the Infrastructure Fund Division (strategy sessions, functions, etc.)

Undertake procurement administration on behalf of the CIO (IF) and Heads.

Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor implementation thereof.

Coordinate the preparation of the Infrastructure Fund budgets and monitor spending together with the CIO (IF) and relevant Head.

Participate in meetings and interactions to ensure the recording of decisions and follow-up.

Coordinate Infrastructure Fund Audits and follow up on action items.

Coordinate Risk Management requests and follow up on action items.

Coordinate and assist in the preparation of reports and submissions to Project Committees, Steering Committees, Business Reviews, Management Committees, and Ad hoc Resolutions from specific committees (secretariat).


3. Stakeholder Engagement



Assist the IF to maintain relationships, and networks with external stakeholders, partners, and clients.

Build and maintain a stakeholder database and develop strong relationships with clients, and private businesses to facilitate the identification of opportunities to initiate viable projects.

Develop annual client plans for key clients in a business unit, including business development forecasts and key initiatives.

Develop and present IF reports in various forums governance and committees.

Support the implementation of initiatives to increase the blended finance bankable programmes and projects to drive the highest impact development financing, whilst achieving financial sustainability.

Provide administrative support to project pipeline acceptance and approval process by relevant governance structures.

Support the Head: Strategic Partnerships and Origination to oversee client relationships across all stages of IF involvement in the project lifecycle.

Engage with high-profile clients internally and externally.

Perform any other project administration duties as assigned.

Key Measurements of Outputs

Successful project administration of agreed projects, programmes and assignments.

Management of diaries and schedules.

Effectively administered and managed projects.

Management of office administration (budget, procurement, presentations, etc.)

Accuracy and quality of minutes. Effective follow-up of action lists.

Accurate record keeping.

Quality of documents, presentations and reports.

Clean audit.

Key Internal Liason Relationships:

CIO: Infrastructure Fund

Heads: Infrastructure Fund

Infrastructure Fund Team CEO & Group Executives

DBSA employees

Key External Liason Relationships:

External Service Providers

External Stakeholders

###

Expertise & Technical Competencies

Qualfications and Experience:

Minimum Requirements:



A National Diploma in Administration/Project Management or an equivalent qualification with relevant experience in project administration and management support.

A minimum of 5 years of experience in project administration and management support as well as supporting senior managers and executives.

Considerable knowledge of standard administration practices and procedures is a necessity for this position.

Excellent knowledge of protocol and etiquette.

Demonstrated experience in working in a multi-disciplinary team.

An understanding of organisational processes and group dynamics.

Experience in supply chain management processes (preparing project tender documents, etc.).

Demonstrated knowledge and use of project methodology such as Project Management Body of Knowledge (PMBOK), Prince2 or similar.

Demonstrable ability to use Microsoft Office (MS Projects, Excel, PowerPoint, Word & MS Outlook).

Proven track record of preparing project/programme progress reports and presentations for various stakeholders (Programme Managers, Steering Committees, Exco and Board).


Desirable Requirements



A Bachelors Degree in Administration or Project Management disciplines.

Technical Competencies:

a) Project Management



Demonstrates a practical knowledge of project management principles and techniques.

Plans, defines and manages projects within a department or area.

Identifies resources required and their appropriate role and skills.

Assists in the management of projects where the objectives, milestones and time scales have been defined.


b) Solutions Focused



Identifies standard problems based on a range of factors, most of which are clear.

Identifies alternate solutions, considering applicable precedents.

Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.

After implementation, evaluates the effectiveness and efficiency of solutions.


c) Planning and Organising



Uses time management procedures effectively.

Can exercise independent judgement regarding all planning and organising issues.

Uses specialised software to plan and manage own time.

Plans and manages multiple priorities and deadlines.

Uses effectively advance time management processes to deal with high workload and tight deadlines.

Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.

Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning.


d) Detailed Oriented



Quickly identifies relevant and irrelevant information to support accurate decision making.

Maps out all the logistics and details of a situation to ensure smooth and flawless implementation.

Consistently identifies all relevant details that are not obvious in complex situations.

Requires the highest standards for accuracy and quality for their work.

Establishes processes to ensure accuracy and quality of services delivered by the team.


e) Reporting & Communication



Prepares both standard and non-standard reports to time and quality standards.

Collate and analyses readily available data for inclusion in a report.

Designs / customizes reports to meet user needs.

Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.

Keeps standard reports under review and proposes improvements to meet user needs.


f) Presentation Skills



Can reinforce key presentation points with examples.

Is able to translate technical terminology into language understandable to the audience.

Has insight into the audience's behavior and motivation and responds appropriately and professionally, adapting communication style as appropriate.

Has knowledge of various feedback mechanisms to check levels of audience understanding.


g) Computer Skills



Consistently uses relevant office software products such as Microsoft Word, Microsoft Projects, Excel, Powerpoint presentations and email packages to an acceptable standard for the job.

Has the ability to use standard and/or programme-specific the organisation databases, and merge / import data from one program to another.

Adapts method of working to accommodate changes in the technological developments.

###

Required Personal Attributes

Behavioural Competencies:

a) Customer Service Orientation



Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.

Adapts processes and procedures to meet on-going customer needs.

Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.

Thinks of new ways to align offerings with future customer needs.


b) Self-Awareness and Self Control



Withholds effects of strong emotions in difficult situations.

Keeps functioning or responds constructively despite stress.

May apply special techniques or plan of time to manage emotions or stress.


c) Strategic and Innovative Thinking



Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.

Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.


d) Driving Delivery of Results



Sets challenging goals that will have a significant impact on the business or support the organisational strategy.

Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action to mitigate risk.


e) Teamwork and Cooperation



Acts to promote a friendly climate and good morale and resolves conflicts.

Creates opportunities for cross-functional working.

* Encourages others to network outside of their own team/department and learn from their experience.