L9 Project Administrator

6 9 month fixed term contactProject Management Support: Assist in the project planning, execution and monitoring of the programme leading project planning sessions: designing project plans using appropriate software (including MS Project) managing project progress and adapt work as required tracking project deliverables to ensure projects meet deadlines conducting project review and creating detailed reports for executive staff optimizing and improving processes and the overall approach where necessary overseeing all incoming and outgoing project documentation managing relationships with clients and stakeholders coordinating staff and internal resources Diary, meetings administration and telephonic communications:Schedule and administer appointments and meetings including: setting-up and confirming appointments and meetings, and updating diaries preparing and distributing meetings schedule Organize meetings and making sure all arrangements are made as follows: Booking meeting rooms, parking, presentation aids, and catering and refreshments where required Scheduling meetings on MS teams or via Zoom where applicable Preparing, distributing and processing meeting invitations, directions and agendas Assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic) Arranging security and transport for delegates from other government and international institutions where applicable Arranging protocol and VIP protection for all officials from international organizations and foreign governments, where applicable Facilitating access to office, and receiving and assisting external and internal visitors and staff Provide secretariat services to meetings including: Drafting and distribution of minutes Following up on decisions arising from meeting Filing and archiving meeting minutes, notes, agenda, and documents Professional/executive minute taking at various committees including the investment committee Facilitating the company secretarial and/or governance aspects for the various committee structures. Ensuring compliance with relevant governance requirements for various committee structures. Facilitate and administer telephonic communications as follows: Answering, screening of incoming telephone calls and maintaining a record of outgoing calls where applicable. Develop and maintain an office contact list/directory. Coordinate and submit telephone accounts to the relevant parties monthly. Documents and reports production and administration support:Administer all electronic and hard copy documents such as correspondence, memos, agreements, and reports including: acknowledging receipt of document, noting priority, and tracking required response and/or handling following up on deadlines for documents for submission maintaining an accurate log of all documents emanating from the unit that require approval Assist with the preparation and finalization of documents including: taking and/or transcribing dictation and notes sourcing, obtaining and/or downloading documents as requested (from internet and/or other sources) formatting and typing of documents and compiling presentations proof-reading and controlling quality of documents effecting necessary changes as requested and finalizing documents recording the distribution, confidentiality and indexing requirements of documents Produce and distribute documents including, and as required: printing / copying, packaging and faxing / delivering / couriering / posting of hard copies creating email distribution lists and sending electronic copies Manage the physical and electronic document tracking and filing systems including: opening and creating files indexing, filing, and archiving documents conducting electronic data clean-ups and back-ups handling documents with utmost discretion Travel arrangements and claims administration:Process travel requests including confirming budget, obtaining approvals, and making travel, transport and accommodation and security bookings as requested Prepare travel packs including meetings itinerary and details and travel documents, schedule, and details Process and administer travel reports and travel claims, and reconcile and organize the requisitioning and reimbursement of subsistence and travel claims Office administration:Record and process requests for stationery and equipment including: obtaining equipment approval and submitting to the relevant parties assessing stationery needs, distributing, and reconciling stationary monthly Monitor, report and ensure equipment and furniture maintenance, cleaning, and repairs to the relevant parties Client and project teams support:Provide general programme information and assist with the resolution of client queries. Provide administrative and secretarial support to project teams as required and assist with the coordination and administration of project tasks. Compile and maintain project data Provide procurement support to project teams including processing procurement requests, supporting procurement processes, and processing and submitting invoices and claims for payment Competencies and Skills:Administrative Support: Typing speed of 50 70 words per minute with 98 % accuracy Computer Literacy (MSOffice, Internet, email). Information Management Resources Planning Team Player Integrity and Honesty Degree in Accounting /Commerce / Business Administration /Project Management /Legal or related field Minimum 4 -6 years, experience in a similar role covering the following aspects: Professional / executive minute taking Company secretarial governance aspects Project management experience with strong emphasis on project management support using for relevant software i.e. MS Project etc. Administrative experience including travel arrangements, document preparation and management, support services within teams. Closing date for applications: 11 April Should you not hear from us within 14 days, please consider your application unsuccessful
Pretoria, GT, ZA