Purpose of the role

As Project Administrator you will support the Project Management Office (IT) through coordinating arrangements for meetings and performing all administration and liaising with key role players.

Key Tasks :   

1.  Project meetings

• Arrange all project related meetings
• Schedule various project related meetings on a daily basis
• Attend meetings, take minutes and distribute to relevant stakeholders within 24 hours
• Follow up on actions, decisions and tasks raised during meetings
• Draft and distribute the relevant documentation of project meetings, sponsor panel meetings and ad hoc meeting requests prior to scheduled meetings

2.  Project administration

• Draft project and task schedules in Microsoft Project
  • Resource planning and allocation
  • Task dependencies
  • Duration and estimation
  • Prioritise tasks
• Publish project schedules and relevant supporting documents on a daily basis on the Enterprise Project Management system (EPM)
• Gather new tasks (project and non-project related) created on TeamTrack and retract into project schedules
• Process TeamTrack tasks in order to complete the life cycle system development
• Update and publish project management documentation
• Monitor project tasks according to the project schedules and report discrepancies to the project managers
• Check project documents received from project managers, team managers and team members in order to reflect accurate, latest content

3.   Liaise and follow-up

• Provide folder structure and access to project managers, team members and users on EPM
• Collect, update and publish relevant project documentation
• Liaise with all assigned resources on scheduled dates and project deliverables
• Follow up and track above mentioned deliverables
• Follow up and report progress on various projects and tasks to the project managers
• Create, check and maintain mailing distribution for individual projects

4.   Assistance in ad hoc requests and activities

• Tend to unforeseen events
• Take on ad hoc work and support activities

Requirements :

• Grade 12 with preferably a relevant tertiary qualification(s) in Project Administration
• Above average computer literacy (Advanced Microsoft Office, including MS Project) would be a pre-requisite for this position
• An understanding of:
  • Team Track application
  • Project Management methodology and process
  • Microsoft’s Enterprise Project Management environment
  • IT SDLC environment
• Strong administrative skills (i.e. typing, minute taking)
• Planning and organising skills
• Good communication skills (verbal and written) in English
• Interpersonal skills
• Ability to work under pressure and according to tight deadlines
• Attention to detail
• Analytical skills
• Adaptability to change
• Strong client service orientation
• Relationship management skills