Project Administrator - Technology

SUMMARY:
Project Administrator - Technology

POSITION INFO:

Our client a Global Tech firm is seeking a Project Administrator - Technology join their team in in Sandton on a contract basis. Our client offers great benefits, stability, growth and an attractive salary.

Purpose

The Project Administrator - Technology is responsible for helping with many of the duties surrounding project management. As the name implies, they look after the administrative jobs associated with the project. This is a wide-ranging array of tasks, from staying in touch with contractors, scheduling appointments, procuring supplies, visiting worksites and helping to prepare reports. The Project Administrator - Technology is an administrative professional who assists in the preparation, reporting and analysis of projects.

Responsibilities

Accountable for the following main functional areas:

• Supporting the IT project team of the organization.
• Deliver project financial reporting.
• Assist on larger projects, where there is a substantial amount of documentation and formal communications, such as regular project meetings, meeting minutes and status updates.
• Co-ordinate project resources such as people, information, rooms and equipment.
• Providing general administrative support to projects, under the direction of more experienced project management professionals and PMO leadership
• Assist with producing proposals, plans and reports.
• Organize and maintain project files and databases.
• Assist with monitoring the project budget, scheduling meetings and preparing presentations.
• Manage small low risk, low impact projects that do not have a large business impact.
• Assist the PMO leadership in establishing and updating the project delivery methodology and templates.

Key Relationships

• The Project Administrator - Technology reports to the PMO CoE Manager, however will work closely with the other project managers who have been assigned projects as well as other PMO Leadership
• The Project Administrator - Technology will liaise with other Senior Managers within the team, including Partners across Technology functions (e.g., Infrastructure, PMO, Contract Management, Vendor Management, IT Procurement, etc.) and Divisions/Business Units, as well as Product Owners, Business Analysts and Application Specialists in order to gain critical knowledge in compiling some of the required project documentation
• The Project Administrator - Technology will also give the PMO Exec and Senior Manager 1: Program Management, reports on project progress or convene meetings to deliver such progress reports

Key Performance areas

• Project Team Support
  • Develop and maintain project deliverables under the direction of the Project Managers and PMO Leadership
  • Prepare Capex & Opex summaries for projects for review by the Project Managers and PMO Leadership
  • Keep tracking sheets for project expenses and budgets updated
  • Assist Project Managers and PMO Leadership in preparing for meetings, including reports, presentations and agendas
  • Liaise with the Procurement team and make travel and accommodation arrangement for training seminars, conferences and other project related events
  • Liaise with the Procurement team and help organize the training team logistics in terms of hotel and flight bookings
  • Capture training team results on HR information system where applicable
  • File all documentation in an appropriate, timely fashion - hardcopies and electronically as directed
  • Where possible, file documents electronically in the approved folder structure
• Design, Build and Test
  • Attend the Design workshops, scheduled by the Product Manager or BA team members for a specific project for project context and project support purposes
  • Minute these meetings and circulate to all meeting participants as well as follow up on action item resulting from these discussions
  • Assist in compiling projects Issue Log and monitor the resolution of issues at each project review meeting
  • Ensure that all action items are followed up on timeously and that project resources are reminded of their responsibilities. The Project Administrator - Technology will collate all information ready for the next review.
• Managing the project team
  • Ensure that all project team members are aligned to the project vision and purpose
  • Assist the Project Managers to manage all project team members'' daily activities and tasks, by using the detailed project plan and the issues log for the project
  • Where appropriate, ensure the project is staffed well so that each area of the project is well managed and goals are achievable
• Managing Project Risk
  • As defined manage a risk matrix of all project risks and ensure that the Project Managers and PMO Leadership are kept updated at all times of risk status and risk tracking
• Pilot, Rollout & Support
  • As defined develop and manage roll out plans in conjunction with the relevant project managers
  • As defined in some instances the Administrator may train users and distribute training material
  • Raise Issue Log and monitor resolution of issues
  • Establish and put a robust post implement

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