Key Responsibilities:
Project initiation and planning.
Helping in the preparation of project costs for turnkey projects or for quotation purposes
Conducting an internal kick off once a new project has gone through
Ensuring that both overseas and local orders for the project items have been placed by the procurement team for those items that are not in stock
For turnkey projects, agreeing with the subcontractor when they will need to mobilize to site
Communicating with the client on their readiness before the project kicks off
Track project deliverables and presenting reports defining project progress, problems, solutions and ensuring that project cost remains within budget.
Flag and report any irregularities, delays and/or potential issues to customer and management
Monitoring, controlling and tracking all the different aspects of the project life cycle.
Managing and communicating to the client any scope change orders that are made on the project
Communicating with clients and any other stakeholder in the various stages of the project implementation
Ensuring that all the items in BOQ has been supplied to the project
Checking the WIP to confirm that costs associated with a project are true
Confirming the payments that are to be made to the sub-contractors
Planning and scheduling team meetings to discuss project progress and issues and the way forward
Setting up projects in Epicor
Creating a quote and adding a BOQ to it
Opening up a project job number through which the project materials will be issued out
Setting up a billing schedule that credit control will use to raise invoices
Closing projects through revenue recognition in Epicor
Report preparation to management
Coming up with the weekly project report to show status of the ongoing projects
Preparing the monthly reports for projects that are going to be closed
Preparing work plans and progress reports for clients.
Managing technicians
Assigning the technicians to the project/farm they will be deployed
Planning and scheduling technician work plans while ensuring projects are delivered on time and within scope.
Ensuring adherence to the work plan and keeping it up to date in accordance with project activities.
Arranging for their field and travel allowances
Handling the technicians' leave days
Ensuring that they have all the documents needed before they report to a new project
Communicating with technicians during the various stages of the project implementation
Arranging for the PPEs of the technicians
Closing of Projects
Ensuring that once the project has been completed, the technician will carry out a handover and have the commissioning form signed by the client
Prepare a credit note for the client if there are any returns from the project
Ensuring that the project has been fully invoiced
Confirm that all the payments to the subcon have been made as per the agreed terms
Record Keeping
Maintaining complete and accurate documentation of projects
Technician Scheduling
Assist with technical input regarding commissioning and training documentation
Conduct on-site commissioning of technical products and group training to end-users
Customer Training
Schedule training, send training calendar request to department manager, follow up with farm and ensure that everything is ready.
Issue training certificates to training candidates after tests are marked.
Update and maintain training register
Technician In house Training
Schedule training, send training calendar request to department manager, follow up with farm and ensure that everything is ready.
Issue training certificates to training candidates after tests are marked.
Update and maintain training register
SOP's and PPE's
Make sure that contractors sign the Company's code of conduct contract for every project.
Ensure that all SOP's are up to date and shared with Technicians regularly.
Keep signed register of technicians receiving SOP's
Extend administrative support services to technicians by ensuring they have the right tools and PPEs.
Keep signed register of technicians receiving PPE's and tools
Additional tasks
In consultation with the HOD and farms drafting of technical service contracts.
Ensuring availability of material resources/ service recommended items are on site before commencement of projects/ service.
Invoicing services performed during the month.
Ensuring proper usage of departmental vehicles and their maintenances.
Requirements
Qualifications:
Bachelor's Degree in Project Management, Engineering (Agricultural, Irrigation, Mechanical, Civil or related field), Business Administration or a related discipline from a recognized institution.
A Diploma in a relevant field with substantial hands-on project coordination experience may be considered.
5+ years experience in project coordination or project management, preferably in installation-based, engineering, irrigation, construction or related technical environments.
Project Management certification (PMP, PRINCE2, CAPM or equivalent) will be an added advantage.
Demonstrated experience: in Project planning, scheduling and cost tracking,Preparation and interpretation of BOQs, Budget control and WIP analysis.
Strong understanding of project lifecycle management
Strong financial acumen with ability to monitor project budgets and margins.
Ability to manage multiple projects simultaneously and meet strict deadlines.
Willingness to travel to project sites as required.
Valid driving license will be an added advantage.