Job Description

Objective of this Scope of Work
The main purpose of this position is to perform general project administrative support functions to ensure the smooth running of projects within CSD Portfolio and HOCR Programmes.Scope of Services Definition
The scope will include but will not be limited to:
Scheduling of project meetings, including arranging catering when required;
Assist with monthly PMO and executive reporting;
Perform secretariat duties for the programme steering committee meeting;
Taking minutes of meetings;
Updating project schedules;
Processing and filing (physical and electronic) of all programme documentation;
Reviewing and tracking programme deliverables;
Attend to project related change management material;
Assisting with on-boarding / off-boarding and vetting of new programme team members;
Travel reservations;
Communications; and
Provide and/or assist with any other services or task ancillary to, or closely related to the above.Key responsibilities:
Assist with compiling and maintaining mandatory project documentation (e.g. information relating to the project charter, business case, project plan and change request) to ensure project compliance with the standards and procedures of the Programme Management Office (PMO).
Collate and manage project information and reports to ensure that the relevant stakeholders (internal and external) are adequately informed on the project status.
Liaise with various stakeholders (internal and external) throughout the project life cycle to maintain effective communication on all matters relating to the project.
Update and maintain the project schedule, highlighting deviations to ensure that project timelines are adhered to and allowing for planning adjustments.
Maintain a project repository to ensure that project information is accessible to all stakeholders and available for audit purposes.
Schedule meetings, consolidate information for meetings, maintain and disseminate minutes and ensure that actions are followed up as per the minutes.
Record, update and maintain lessons learnt, risks, issues and action logs to enable the project manager to manage the project risks.
Contain and follow up on project activities in the absence of the project manager to ensure project continuity.
Maintain the financial spreadsheet to keep track of payments while liaising with vendors and FSD Management Support Unit to ensure the timely payment of invoices.
Coordinate strategic projects, initiatives and operational programmes in support of the smooth running and delivery of CSDs strategic objectives.
Knowledge, experience and personal competencies
Education and experience:
A Higher Certificate (NQF 5) in Project Administration or Project Management;
At least two to five years experience in a project administration environment; and
Solid knowledge of the project management discipline, with an emphasis on project administration. A minimum of five to eight years experience in project/programme management.Job Related Knowledge and Skills Requirements:
Analytical and problem-solving skills;
A learning focus;
A drive for results;
Teamwork;
Verbal and written communication skills;
Flexibility; and
A service and stakeholder focus

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