IT Project Administrator(External Applications Only)

Description

• IT Project Office Administrative tasks, such as coordinating project activities, managing project schedules, arranging project assignments, and communicating progress to all team members and all relevant administrative duties.

Requirement

• NQF level 4 qualification with 3 - 5 years relevant experience in similar position.
• Project management experience or qualification will be advantageous
• Working knowledge of project management software e.g. Microsoft Project
• Actual vs budget expenditure recording and reporting

Key Performance Area: Maintain and Implement projects

• Set timeframes, durations, expected results, dependencies and resource allocation according to project time, budget, quality and scope constraints
• Coordinate project activities according to project plan
• Monitor project progress and address potential issues
• Take responsibility for project tasks assigned by the project manager
• Coordinate project risk analyses

Project Office Administration

• Prepare and provide project documentation to the prescribed Cashbuild format, to internal teams and key stakeholders
• Retrieve necessary information e.g. user/client requirements and relevant case studies
• Create and maintain filing systems in accordance with Cashbuild systems and procedures
• Deal with phone and email enquiries and refer appropriately
• Schedule regular project meetings, record agendas, distribute necessary documentation and meeting minutes, and record decisions e.g. assigned tasks and next steps
• Collate meeting minutes and decisions and communicate to stakeholders in prescribed format
• Attend appropriate internal and external meetings as agreed with the project manager
• Order resources, like equipment and software
• Any other relevant administrative and support duties required as determined from time to time

Quality Assurance/ Manage

• Coordinate quality controls to ensure deliverables meet requirements

Reports

• Measure and report on project performance

Identification and resolution of issues

• Compile lessons learned and risk register per project

Governance

• Ensure conformance to Cashbuild project management processes by all project team members

Budget

• Record project expenses and produce financial reports and forecasts

Customer Service

• Ensure that work undertaken reflects Cashbuild project management quality and accuracy standards
• Act as the point of contact for all project participants

Competencies: Dutifulness

• Demonstrating commitment to agreements.
• honours agreements.
• works hard.
• shows a lot of self-discipline.
• takes responsibility for his/her own work.

Structuring

• Applying, implementing and maintaining structure in day-to-day business.
• Applies structure to his/her own work.
• Structures things in a way that is also clear to others.
• Has an overview of both his/her own activities and the activities of others.
• Provides support to others in their work by choosing and maintaining clear procedures

Presenting

• Presenting one's own point of view in such a way that the information is conveyed effectively.
• Brings structure to presentations.
• Provides clear examples in presentations that are consistent with the audience's perceptions.
• Supports his/her story non-verbally when giving a presentation.
• Connects with the audience when giving a presentation.

Devotion to quality

• Demanding a high quality of provided products and services and acting accordingly.
• Has high quality standards for the work of others.
• Has high quality standards for his/her own work.
• Delivers the quality that was agreed and that is expected by the other party.
• Sees and uses opportunities to improve the quality of what is delivered.

Performing under pressure

• Maintaining an effective performance under pressure, or when faced with setbacks or disappointment.
• delivers good results under pressure.
• persists when faced with setbacks.
• continues to do the right thing under pressure, without making mistakes.
• maintains an even performance under pressure.

Drive

• Drive, passion.
• Sets high standards for his/her own performance.
• Works hard to realise above average results.
• Believes in the feasibility of goals, is dedicated.
• Often does more than is expected of him/her.

Service-oriented

• Being focused on supporting others in achieving their objectives.
• Positions him/herself as a service provider.
• Enjoys helping colleagues and/or clients.
• Takes worries off colleagues' and/or clients' hands.
• Supports colleagues and/or clients in achieving their results.

Cooperation

• Working with others in order to effectively contribute to a common objective.
• Takes others' insights and opinions seriously.
• Asks others for their opinion.
• Honours agreements.
• Takes the viewpoints of others into account when collaborating.
• Is open to collaboration with others.

Creating support

• Imagining other people's concerns and involving them in changes.
• Communicates matters to everyone involved.
• Shows understanding for objections, without abandoning the set course.
• Explains why a certain approach has been chosen.
• Involves others in developing and implementing plans.

Integrity

• Complying with generally accepted standards in activities related to the position.
• keeps promises.
• creates realistic expectations.
• is sincere.
• handles sensitive information carefully.
• shows awareness of values, indicates when boundaries are crossed.

Accuracy

• Effectively handling detailed information and being consistently attentive to details.
• Works in an orderly fashion.
• Ensures that matters are handled in an orderly and accurate manner from start to finish.
• Prevents mistakes.
• Invests energy in checking his/her work for mistakes.

Client focus

• Identifying and actively responding to clients' wishes and needs.
• Deals with clients in a friendly manner.
• Shows involvement in the client's problem.
• Makes clients feel welcome.
• Approaches the client's question with a can-do mentality

Personal development

• Being aware of one's own strengths and weaknesses: consciously working on personal development.
• Is focused on self-broadening and/or gaining more in-depth knowledge.
• Follows relevant training programmes and/or looks for opportunities to gain experience.
• Seeks and uses opportunities for personal development.
• Asks for feedback in order to learn