Project Officer (P10)

Purpose

• The Project Officer provides administrative, financial administration, and data control support to the IPMO. The role ensures the smooth day-to-day functioning of the Office by supporting the Director, Senior Project Managers, and project teams with office administration, purchase orders, reconciliations, debtor-type administration, accurate data capture, document control, records management, and reporting for the 2026–2030 Infrastructure Development Plan.

Minimum Requirements

• A bachelor's degree NQF7 in Office Administration, Business Administration, or a related field
• A minimum of three 3 years' experience in an administrative or office support role, preferably within a project management, technical, or construction environment.
• Experience supporting senior management or working in a busy office environment will be advantageous.
• Experience in AutoCAD or similar applications, Risk Associated with Records Management, and using SharePoint for project management
• Proficiency in the Microsoft Office suite.

Recommended Requirements

• Experience in financial administration and data control, including purchase orders, invoice processing, reconciliations, debtor-type administration, data capture, records management, reporting, and the use of financial or enterprise resource planning systems,

Duties

Administrative and Secretariat Support

• Provide administrative support to the Director and project management staff, including diary management, correspondence, and travel arrangements.
• Schedule and coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Manage incoming and outgoing correspondence, including emails, letters, and reports.
• Maintain administrative and project-related filing systems.
• Order and manage office supplies and equipment for the IPMO.

Project Coordination Support

• Assist with the preparation and formatting of project reports, presentations, and submissions.
• Coordinate meetings with contractors, consultants, and stakeholders, including logistical and venue arrangements.
• Track and follow up on outstanding actions, approvals, and documentation from project teams.
• Assist with collating documentation for procurement processes, tenders, and contracts.

Financial Administration and Data Control

• Administer more complex financial transactions, including the preparation and processing of purchase orders, invoice tracking, payment follow-ups, reconciliations, and expenditure monitoring.
• Perform debtor-type administration, including maintaining records of amounts due, following up on outstanding payments or recoveries, reconciling debtor-related information, and ensuring accurate supporting documentation.
• Capture, verify, and reconcile financial information on relevant University systems, ensuring accuracy, compliance with internal controls, and timely submission for approval.
• Perform data controller functions by capturing, validating, updating, and maintaining accurate project, financial, procurement, and administrative data on approved University systems and registers.
• Monitor data completeness, accuracy, version control, and supporting documentation to ensure reliable reporting, audit readiness, and compliance with university record-keeping requirements.
• Prepare routine data extracts, registers, reconciliations, and summary reports to support project monitoring, financial tracking, procurement follow-up, and management decision-making.
• Support leave administration and maintains attendance records for Office staff.
• Assist with recruitment logistics, onboarding, and induction administration for new staff.
• Maintain asset registers and support stock-taking processes for the Office.

General Office Management

• Serve as the first point of contact for visitors and general enquiries to the Office.
• Coordinate logistics for Office events, workshops, and training sessions.
• Support compliance with university policies and procedures relating to administration and record-keeping.
• Perform other administrative duties required to support the effective functioning of the IPMO.