• Project Administrator
  • Nextgen Technologies (Pty) Ltd • Johannesburg CBD
  • R27 200 - R34 400 Per Month
  • Contract position in the Banking sector
  • Posted by Nextgen Technologies (Pty) Ltd on Monday, June 19, 2017 Reference NG04950
  • Apply before: Friday, August 18, 2017 - 56 Days left

Suitable qualified and skilled candidates are invited to apply, giving full details of qualifications and relevant experience.  Our client is looking for a suitable candidate.

Key Role Information

Role Type:            Contracting – NextGen Client

Duration:              6 Months                            

Rate:                    R170 – R215 per hour

Location:              Johannesburg CBD                                                           

Sector:                  Banking Industry

Start:                     3 July 2017  

Overall Job Purpose

  • To provide effective and efficient project / programme administration support to one or more project managers and respective teams.

Key Accountabilities

Accountability:  Project Administrative Support Activities

  • Project Steerco meetings (monthly) – schedule project Steerco meetings, invite attendees and ensure diary availability, arrange parking and access for attendees; arrange venue, i.e. equipment, refreshments, etc, consolidate Steerco pack; pre-distribute Steerco pack; take minutes at Steerco meetings; distribute minutes of Steerco meetings.
  • Portfolio meetings (weekly or monthly basis) - Schedule Portfolio Team meetings, invite attendees and ensure dairy availability; arrange venue, i.e. equipment, refreshments, etc; take minutes at Portfolio Team meetings; distribute minutes of Portfolio Team meeting. 
    - Project filing - File project documentation (hard copies); hand originals to Project Managers and/or Business Analysts.
  • File the documentation in the appropriate place; maintain the project box for each project; monitor that the document has been saved on SharePoint. Monitor progress of and ensure actions and paperwork are completed in preparation for meetings and on time to meet deadlines. 
    - Oasis (ad hoc)- Create Oasis requests when needed for equipment, network, access etc; follow up on approval(s)on the status. Liaise with the individual who requested the equipment and keep them informed of the progress. 
  • Subsistence allowance / Sundry expense claims (ad hoc) - Obtain the relevant documentation form the employee involved; check it and obtain approval; drop the original off at Financial Accounts; update the cost on the share drive and file it away; inform the employee that it should be paid into their account in x amount of days; follow up on the payment if the employee claims non-receipt of funds. 
  • Travel arrangements for Cost Centre - Assist the Project Manager with travel arrangements; obtain completed template from the traveller; check the requirements and forward it to Rennies Travel, requesting costs; update travel requests and obtain approval from the Head of Change or the Business Owner, responsible for the travel, once costs have been received and validated. Forward the approval to Rennies Travel and forward the travel confirmation to the traveller. 
  • Take Meeting minutes for various project related meetings. 
  • Assist on above activities on any new projects, programmes and/or portfolios that may be added into the CIBW environment. 

Accountability:  Project Management Office Support

  • Check that all gated reviews milestones and /or deliverables have auditable, completed items, and do the relevant filing of project documentation (physical and digital).
  • Follow up with Project Managers that the monthly Project Office reports are produced and stored digitally on time, as well as delivered to Project Office and relative Stakeholders on time.
  • Assist the PMO Manager in monitoring project deliverable deadline statuses, e.g. monthly EPO reports, weekly Exco reports, Risks and Issue Logs and Resource Allocations. 
  • Audit requirements (ad hoc) - Monitor project deliverables per stage (Gated Reviews) by ensuring that digital documentation is uploaded to SharePoint. Ensure that original signed documents are filed and that they are in accordance with governance standards and ensure that all project deliverables are auditable upon closure of the project and backed up to CD. Escalate non-compliance to the PMO Manager and the relevant Portfolio Manager. 
  • Weekly and monthly reports – support the PMO Manager by monitoring the status of weekly and monthly reports, assist the PMO Manager in monitoring deadline statuses, with reference to:
  • Monthly EPO report updates
  • Weekly Exco reports
  • Risks and issue log updates
  • Resource allocation updates
  • Assis with setting up SharePoint and develop and maintain SharePoint and other relevant electronic systems.
  • Extract established weekly and monthly reports, including, but not limited to:
  • Weekly Exco reports.
  • Weekly resource allocations.
  • Weekly progress reports.

Accountability:  General Office Support

  • Human Resource - Schedule interviews, invite attendees, and ensure diary availability; Prepare interview packs; Arrange parking, access, venue, refreshments, etc. 
  • On boarding of team members (internal as well as external staff) – organise the physical infrastructure, as well as the briefing packs, briefing session, etc.  Arrange cell phones, laptops, email, software, permanent parking, access, etc. create staff file for HR Management.
  • Staff / department contact list and organogram - Liaise with staff members and obtain their personal information, e.g. cell phone numbers and physical addresses; update the staff contact list; distribute the staff contact list; maintain the staff contact list. 
  • Department mail - Update the mailing list when there are changes; liaise with the mailing room and inform them of any changes; check mail daily and distribute. 
  • Department stationery (fortnightly); check the stationery cupboard on a fortnightly basis; order stationery on the SAP.
  • Supplier Relationship Management (SRM) system; Follow up on approval(s) until completion; Collect the stationery; - Pack the stationery in the designated cupboard; Maintain stationery stock and the cupboard.
  • Set up meetings to arrange for an office move and obtain a quote from Corporate Real Estate Services (CRES) and forward it to the Head of Change for approval. 
  • SAP SRM - Use SAP to procure goods when needed, e.g. catering, stationery, flowers, etc; obtain a quote; Create a SAP order; Follow up on approval(s); Check the goods received against the original SAP order; - Confirm the order on the SAP SRM system; - Make a copy of the original purchase order; Hand the original tax invoice and the SAP SRM shopping cart in at Financial Accounts for payment; Update the costs on the share drive and file the copy away.
  • Follow up on the payment if the company claims non-receipt of funds.
  • Tax invoices – Complete a payment requisition for catering, stationery, flowers, etc.; obtain approval from the Head of Change; make copies of the documentation and hand the original in at Financial Accounts for payment; update the costs on the share drive and file the copy away; follow up on the payment if the company claims non-receipt of funds.
  • Contact Xerox and place an order for toner, and quote the serial number and order paper on SAP SRM. 
  • Order catering telephonically or electronically, depending on the Vendor used and arrange for payment. 
  • Act as the main reference point for other managers, team(s) or external contacts, e.g. provide contact details of team members. Refer individuals to the appropriate source material or project team member to resolve enquiries.
  • Gather data searches and/or information, e.g. policies, etc.
  • Arrange with drivers to collect and deliver documents on an ad hoc basis. Arrange documents to be delivered via D.H.L. on an ad hoc basis. 
  • Meetings for the Head of Change and Portfolio Managers: Set up meetings, including accepting, declining, tentatively accepting and re-scheduling of meetings; Manage diary availability, e.g. travel time, working time, etc; Organise the venue, refreshments, parking, etc; Print and file Steerco Pack and other relevant documentation. 
  • Book meetings, functions and workshops in advance. The Head of Change dictates what needs to take place and provides agenda points. Draft the agenda, as per the Head of Change requirements; Communicate the agenda and meeting details to the greater team; Organise the venue, catering, equipment, etc; Perform site inspections if the function is scheduled to take place off site; Confirm the final arrangements. 

Education and Experience Required

  • Diploma in project management, business related field or administration or equivalent NQF level 5 qualification.
  • 3 Years general working experience of which 2 in a project-administration environment.

Knowledge and Skills

  • Communication skills (written and verbal)
  • Computer literacy
  • Office administration
  • Knowledge of Project Management
  • Minute taking skills
  • Diary management

Competencies

  • Delivering results and meeting customer expectations 
  • Presenting and communicating information 
  • Following instructions and procedures 
  • Adhering to principles and values 
  • Working with people
  • Achieving personal work goals and objectives 
  • Proactive, must be able to carry boxes from time to time.


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If you have not received a response within two weeks, your application was most likely unsuccessful.

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