Closing Date: 2024/09/22
Reference Number: RAN240915-2
Job Title: Project Administrator x3 (12 Months Fixed Term Contract)
Portfolio: Bulk Water Services - Operations
Job Type Classification: Contract
Location - Country: South Africa
Location - Province: Gauteng
Location - Town / City: Glenvista
Location - Site: Rietvlei
Job Advert Summary:
The Project Administrator position offers an exciting opportunity for individuals with strong organizational skills and experience in project management. As a Project Administrator, you will be tasked with providing vital administrative support to project teams, ensuring that projects run smoothly from inception to completion. You will play an integral role in preparing action plans, analyzing risks, identifying opportunities, and gathering the necessary resources to ensure that project objectives are met on time and within budget.
Project Administrators will work closely with a team of Project Managers and Project Coordinators, contributing to the planning, execution, and tracking of various projects. This role requires excellent communication and collaboration skills, as well as the ability to handle multiple tasks and deadlines. Successful candidates must have the ability to adapt to changing project needs and effectively resolve any challenges that arise during the project life cycle.
This position is for a 12-month fixed-term contract with the possibility of extension based on performance and project requirements. The successful candidates will be based at the Rietvlei site in Glenvista, Gauteng.
Minimum Requirements:
To be considered for this position, candidates must meet the following minimum qualifications and experience:
- Grade 12 and N4 Management Assistant qualification, or an equivalent qualification related to administration or project management.
- At least 4 years of work experience in data capture and project administration, showcasing a proven ability to handle administrative tasks effectively within a project environment.
- Solid organizational and time-management skills, with the capacity to manage competing priorities and deadlines.
Primary Duties and Responsibilities:
As a Project Administrator, you will have the following key duties and responsibilities:
Meeting Coordination and Documentation:
- Plan and organize regular project meetings with internal teams and stakeholders.
- Keep a detailed record of decisions made during meetings, including duties assigned, next steps, and follow-up actions.
- Ensure all meeting agendas and minutes are accurately prepared and distributed to relevant stakeholders.
Task Management and Workflow Creation:
- Break down large projects into manageable tasks and establish clear deadlines and objectives for each phase of the project.
- Set up and maintain efficient workflows to ensure that tasks are completed on time and in accordance with the project plan.
Risk Management and Analysis:
- Perform comprehensive risk analyses to identify potential risks that could impact project timelines, budget, or quality.
- Develop contingency plans to address these risks and communicate them to project managers and stakeholders.
Documentation and Reporting:
- Compile and maintain all necessary documentation related to project planning, execution, and completion.
- Provide relevant documents to internal teams and important stakeholders for review and approval.
- Generate regular reports on project progress, identifying any issues or delays, and present these reports to management for review.
Resource Procurement and Budget Tracking:
- Procure resources required for the project, such as machinery, software, or other equipment, ensuring they are acquired within budget and delivered on time.
- Track and monitor project expenditures, ensuring all spending aligns with the approved project budget.
- Anticipate future expenditures and adjust the budget or resource allocation as necessary to avoid overspending.
Project Monitoring and Problem Solving:
- Monitor the progress of each project phase, ensuring tasks are completed on time and any issues are promptly addressed.
- Resolve problems that arise during project execution, including coordinating with teams and departments to find practical solutions.
Quality Assurance:
- Organize quality checks to ensure that all deliverables meet the required standards and specifications.
- Work closely with project managers to conduct quality reviews at key project milestones.
Project Success Analysis and Reporting:
- At the end of each project phase, analyze and report on the success of the project, identifying areas for improvement and lessons learned for future projects.
Main Point of Contact:
- Serve as the primary point of contact for project participants, answering any queries and ensuring clear and effective communication between all stakeholders.
Knowledge and Skills Required:
Candidates should possess the following knowledge and skills to perform the role effectively:
Project Management Software Proficiency:
- Advanced-level proficiency in SAP Project Systems and MS Excel is required to manage workflows, track project progress, and analyze data.
- Familiarity with project management methodologies and tools used to streamline project administration tasks.
Attention to Detail and Standards:
- A precise application of pre-defined standards is essential to ensure that project documentation, workflows, and tasks are completed to the highest quality.
Report Writing and Communication Skills:
- Strong report writing skills to produce clear, concise, and comprehensive reports for management and stakeholders.
- Excellent verbal and written communication skills to ensure effective collaboration with project teams and stakeholders.
Organizational Skills:
- Demonstrated ability to manage multiple tasks and prioritize effectively, ensuring that all project phases are completed within set timeframes.
Negotiation Skills:
- Effective negotiation skills to liaise with suppliers and stakeholders, ensuring that resources are procured at the best price and that project requirements are met.
Attitude and Personal Attributes:
To succeed in this role, candidates should exhibit the following personal attributes:
Performance-Driven:
- A strong focus on achieving project goals and delivering high-quality results on time and within budget.
Teamwork-Oriented:
- Willingness to collaborate with project managers, coordinators, and other team members to achieve collective project success.
Customer Service Orientation:
- A commitment to delivering exceptional service to both internal and external stakeholders, ensuring their needs are met and expectations are exceeded.
This position offers a valuable opportunity to be part of the Bulk Water Services - Operations portfolio, contributing to impactful projects that help drive operational excellence. If you are an organized, detail-oriented individual with experience in project administration, we encourage you to apply.
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