Never pay for any CBT, test or assessment as part of any recruitment process. When in doubt, contact us
Minimum Requirements
- 5 years of related experience
- Advanced Diploma/ Degree -NQF Level 7 in Business Administration or Project Management qualification or any other related field
- PMP / PRINCE2 certification is an added advantage.
- Proven work experience as a Project Coordinator or similar role
- Valid driver’s license
- Microsoft Projects and Microsoft Planner (Intermediate Level)
- MS Office Suite – (Intermediate level)
Duties & Responsibilities
- Project Management
- Manage project resources (activities, equipment, information, and technology)
- Break projects into doable actions and set timeframes
- Liaise with clients to identify and define requirements, scope, and objectives
- Assign tasks to project coordinators and manage schedules
- Make sure that client’s needs are met as projects evolve
- Analyse and mitigate risks and opportunities
- Work with the Director to eliminate blockers
- Use tools to monitor working hours, plans and expenditures
- Ensure all appropriate legal paperwork is in place (e.g., contracts and terms of the agreement – MoAs) and readily available
- Manage and maintain comprehensive project documentation, plans and reports
- Ensure standards and requirements are met by conducting quality assurance controls
- Ensure implementation of SPU policies and practices relating to expenditures/transactions monitored as per project scope
- Ensure all projects within the Portfolio for Special Projects are completed on time, within, budget, and meet high-quality standards.
Document Management
- Present relevant project documents during scheduled meetings
- Manage the document management/filing system
- Ensure project documents are archived including those of project coordinators
- Consolidate data and prepare documents for consideration and presentation by Executive Management
Risk Management
- Manage and analyse the risk of each project
- Manage management of the Portfolio
- Present Monthly Risk Registers for each project and issue them to the SPU Risk Manager
- Ensure proactive action and implementation to resolve any risk that manifests
Purchase Orders and Procurement
- Manage project procurement
- Timeous approval of project resources
- Maintaining stock required for the project
- Manage a relevant document management system
- Process and approve purchase order requestsfrom relevant parties
- Ensure that all PO requests are signed off by the designated signatories and obtain approval
- Matching up of PO request and original PO from ITS
- Communicate with all vendors regarding outstanding deliveries and payment procedure
- Clearing unpaid PO’s monthly
Financial Administration
- Manage and track budget
- Manage the processing of accounts related to office equipment usage
- Recommendation/Approval of orders for office consumables
- Monitor and manage budgetary transactions
- Manage expenses against the project budget
- Report on expenditure
- Ensure that all projects are completed within the agreed time, within budget and meet high-quality standards.
Health and Safety
- Manage health, safety, and security risks for each project
- Inform health and safety representatives and Director about any health and safety issue
- Ensure health and safety representatives are appointed and properly trained
- Ensure a safe environment for all students and staff
- Ensure that health and safety rules and procedures are adhered to
- Ensure that staff are aware of emergency procedures and policies
Client/Stakeholder Liaison
- Manage project progress and handle any issues that arise
- Act as the point of contact and communicate project status to all participants
- Manage positive relations with all stakeholders
- Manage the arrangements for all Project-related meetings and events
Resource Management: Human Resources
- Manage staff of the Portfolio Special Projects
- Ensure fair allocation of workloads
- Provide input into job descriptions
- Monitor operational activities
- Contribute to the recruitment process for positions
- Take responsibility for new staff induction
- Take responsibility for performance agreements for all staff
- Manage staff training, development, coaching and mentoring
- Manage employment relations (grievance, discipline, and conflict resolution)
- Manage staff leave
- Ensure that staff records are kept up to date
Monitoring, Evaluation, and Reporting
- Relevant strategic and project reports as and when required
- Adherence to SPU policies and procedures
- Research and implement best practices
- Communicate and consult with relevant stakeholders
