Senior IT PMO Administrator/Management level - Contract

SUMMARY:
Senior IT PMO Administrator/Management level - Contract

POSITION INFO:

Our Client a Global Tech firm is seeking a Senior IT PMO Administrator/Management level to join their team in Sandton on a contract basis. They offer stability, a great working environment and competitive rates.

Job Purpose

The Project Portfolio Administrator provides administrative and operational support to the Project Management Office (PMO) by maintaining portfolio information, coordinating governance activities, producing portfolio reporting, and ensuring compliance with project management standards and processes. The role enables effective portfolio oversight, decision-making, and delivery transparency across all projects and programs.

Key Responsibilities

Portfolio Administration

• Maintain accurate and up-to-date project portfolio records, schedules, and documentation.
• Administer portfolio management systems and tools.
• Ensure project data quality and consistency across all reporting platforms.
• Manage document repositories and project artifacts.

Governance and Compliance

• Coordinate project governance and portfolio review meetings.
• Prepare meeting packs, agendas, minutes, and action logs.
• Monitor project compliance with PMO standards, governance frameworks, and methodologies.
• Track stage-gate approvals and project lifecycle milestones.

Portfolio Reporting

• Consolidate status reports from project and program managers.
• Produce portfolio dashboards, executive reports, and KPI summaries.
• Monitor project health indicators, risks, issues, dependencies, and milestones.
• Support monthly, quarterly, and annual portfolio reporting cycles.

Financial Administration

• Support budget tracking, forecasting, and expenditure reporting.
• Maintain financial records and project funding information.
• Assist with project business case and benefits realization reporting.
• Monitor project financial performance against approved budgets.
• Resource and Demand Management
• Assist in resource planning and capacity management activities.
• Maintain resource allocation and utilization reports.
• Support demand intake and prioritization processes.

Stakeholder Coordination

• Liaise with project managers, business stakeholders, finance teams, and leadership.
• Ensure timely collection and distribution of portfolio information.
• Facilitate communication between portfolio governance bodies and project teams.
• Risk and Issue Management
• Maintain portfolio risk, issue, decision, and dependency registers.
• Monitor action items and escalation requirements.
• Support portfolio-level risk assessments and reporting.

Qualifications

Essential

• Diploma or Degree in Project Management, Business Administration, Information Technology, or a related discipline.
• Project Management certification or training (e.g., PRINCE2 Foundation, CAPM, PM Fundamentals) is advantageous.

Preferred

• PMO or Project Administration certification.
• Understanding of portfolio management frameworks and governance processes.

Experience

• 3–5 years' experience in project administration, PMO support, portfolio coordination, or a related environment.
• Experience supporting multiple projects within a portfolio environment.
• Experience preparing executive and management reports.
• Experience working with project management methodologies such as Agile, Waterfall, or Hybrid delivery models.

Technical Skills

• Microsoft Office Suite (Excel, PowerPoint, Word, Teams, SharePoint)
• Microsoft Project / Project Online / Planner
• Power BI reporting and dashboarding
• ServiceNow, Jira, Azure DevOps, or similar portfolio tools
• Financial tracking and reporting systems
• Document management systems

Competencies

Core Competencies

• Strong organizational and planning skills
• Attention to detail and accuracy
• Analytical and problem-solving abilities
• Excellent written and verbal communication skills
• Stakeholder management
• Time management and prioritization
• Team collaboration
• Confidentiality and professionalism

Behavioral Competencies

• Proactive and self-motivated
• Results-oriented
• Adaptable and flexible
• Customer-focused
• Strong governance and compliance mindset

The Project Portfolio Administrator will be successful when:

• Portfolio information is accurate, reliable, and available on time.
• Executive reporting provides clear visibility of delivery performance.
• Governance processes operate effectively and consistently.
• Risks, issues, and dependencies are tracked and escalated proactively.
• Project teams comply with PMO standards and reporting requirements.
• Stakeholders have confidence in portfolio data and decision-making information.