Purpose of the Job
Responsible for the effective and efficient program/project administration support to Program/ Project Managers and act as an assistant for the Portfolio Manager
Job Responsibilities
Plan and co-ordinate Program/Project meetings and attendees
Take minutes and distribute the minutes within 48 hours of the meeting
Gather, collate, prepare and distribute various Program/Project
Assist Program / Project Managers in obtaining approval for Program / Project Governance Documents
Assist Program / Project Managers (all levels) in preparation of Program / Project related presentations
Follow-up and follow-through on any related/required documentation
Monitor and ensure adherence to the PMBOK Methodology
Management of Program/Project Documentation - quality assurance, version control and stored on the necessary Portfolio Project Management
Software as well as on SharePoint site
Management and Administer Portfolio Project Management Software i.e. ensure all updates, gated reviews milestones
Follow up with Program/Project Managers on outstanding tasks
Liaise with PMO (Portfolio Management Office) regarding new versions of templates and other requirements they may have
Investigate, create and maintain policies and procedures required for the department
Ensure timely submission and authorisation of all Program/Project staff timesheets and escalate outstanding timesheets
Follow up on Program/Project Procurement Requirements File Program/Project documentation
Schedule Program/Project steering committee meetings and handle all logistics involved
On boarding of new Program/Project delivery team members, organise physical infrastructure and required resources
General administrative and ad-hoc duties as requested by management
Qualifications and Experience
Grade 12 (NQF Level 4)
An NQF Level 5 qualification in IT / Program/Project / Business Administration or equivalent will be an advantage
One to three years Program/Project administration experience
Knowledge and understanding of:
Knowledge of Program/Project Management Software; SAP and SharePoint
Excellent understanding of MS Word, Excel, Power Point
Should be fluent in English.
Excellent communication and influencing skills
Hands-on-approach to work