| JOB NAME |
Programmer Administrator [Midrand]
POSTED BY: Development Bank of Southern Africa
REF:DBSA 305
Date Published:Friday, May 12, 2023
Date of Expiration:Wednesday, November 8, 2023 EXPIRED
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| LOCATION OF THIS JOB |
 South Africa | DBSA 305 in South Africa |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
Closing Date 2023/05/23
Reference Number DBS230511-1
Job Title Programmer Administrator [Midrand]
Job Grade 13
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The purpose of this role is to facilitate all administrative aspects of the project and to take responsibility for the people resources at a programme level.
KEY RESPONSIBILITIES
Operational Functions
1. Attend to all program / project administration requirements including arranging and administering stakeholder interactions, budget and cost administration, record keeping and general administrative support to the project team
2. Facilitate compliance with relevant standards, policies and procedures for the relevant programmes and projects
3. Create a project information library/Project Artefact Library and manage ad-hoc and standard project information
4. Create project files for all projects within the program according to best practice project management process of the PMBOK
5. Liaise with document control and planners to ensure coding and numbering of program documentation align and comply to the programme
6. Monitor library to ensure required information and/or documentation are archived as per the Infrastructure Delivery Division standards
7. Administer contracts under the guidance of the programme or project manager (scheduling, project meetings, progress reporting)
8. Liaise with Programme or Project Accountant with regards to project budgets and costs
9. Plan, arrange and monitor project resources, materials and equipment to support the project team
10. Make logistical arrangements for team members
11. Coordinate and schedule training
12. Review and validate scope information and capture in scope change register
13. Capture and submit change request to Project Manager for elevation
14. Update scope change request register and applicable project documentation and registers
15. Support the Programme Manager with the following tasks:
1) developing a project plan from concept to completion
2) ensuring project activities are scheduled
3) assist project manager in costing all activities
4) confirm availability of all site handing over documents and inspection sheets
5) confirming commissioning, hand over and sign-off of the project (s)
16. Monitor site progress and liaise with contractors and Programme Manager with regard to site progress
17. Monitor the implementation of the Occupational, Health and Safety Act and any audit report findings
Financial Management Functions
1. Monitor project finances, in conjunction with the programme accountant and report on project spending
2. Identify, analyse and report on project slippages and recommend corrective actions
3. Support the Programme Manager with the following tasks:
1) validating invoices/claims submitted by contractors
2) anticipating problems and claims for increased costs due to late access, later material delivery, and minimising the effect thereof
Key Measures/KPIs
1. Arranging and administering stake holders interaction
2. Facilitate compliance with relevant standards, policies and procedures
3. Monitor, capture and submit changes to project manager for evaluation
4. Monitor project finance
5. Identify, analysis and report on project slippery
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. Minimum qualification required is a relevant `1`diploma in project management and administration
2. A minimum of 3 to 4 years of experience in a similar function
3. Basic knowledge of the PMBOK
4. Proven track record in managing high performance professional teams
5. In-depth experience of working in infrastructure delivery related fields.
Skills and competencies
1. Good knowledge of project and contract management
2. MS Office and MS Project or other project scheduling tools
3. Experience in infrastructure delivery and/or spatial integration
4. Understanding of government priorities, systems and processes
5. Understanding of stakeholder and brand management.
6. Strong verbal and written communication skills
REQUIRED PERSONAL ATTRIBUTES
Technical
Written Communication
1. Understands that different writing styles are required for different documents or audiences.
2. Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
3. Has a solid mastery of writing principles such as grammar, sentence construction etc.
Reporting
1. Designs / customizes reports to meet user needs.
2. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3. Keeps standard reports under review and proposes improvements to meet user needs.
Problem Solving
1. Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
2. While remaining guided by organisational values, identifies optimal solutions, thinking first in terms of possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
3. Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.
Stakeholder Management
1. Actively engages partners and encourages others to build relationships that support DBSA objectives.
2. Understands and recognises the contributions that staff at all levels make to delivering priorities.
3. Proactively manages partner relationships, preventing or resolving any conflict.
4. Adapts style to work effectively with partners, building consensus, trust and respect.
5. Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.
Planning and Organising
1. Plans and manages multiple priorities and deadlines.
2. Uses effectively advance time management processes to deal with high workload and tight deadlines.
3. Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning
Data Collection and Analysis
1. Skilled in the use of advanced/complex analytical techniques.
2. Is able to use judgement to decide upon the most appropriate analytical techniques according to the situation.
3. Recognises underlying principles, patterns, or themes in an array of related information, and determine whether additional information would be useful or necessary.
4. Through an in-depth understanding of the business environment, reviews outputs of analysis to identify anomalies and draws conclusions, relating these to operational circumstances.
5. Can model a range of scenarios covering all potential business circumstances and highlight potential risks/opportunities.
Financial Acumen
1. Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
2. Knows the internal and external factors that impact on resource and asset availability.
3. Is able to interpret management account reports in an operational/commercial context and take action
as appropriate to maximize revenues and control costs.
4. Skilled in the use of various financial modelling tools and techniques.
Behavioural
Achievement Orientation
1. Delivers work on time and quality and follows through on agreed commitments.
2. Views new work experiences as an opportunity for growth.
3. Reacts immediately to overcome setback or / and obstacles in order to meet goals. Recognises and acts upon current opportunity.
4. Make specific changes to systems and processes in order to improve efficiency and quality.
5. Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
Attention to details
1. Double-checks the accuracy of information or work.
2. Ensure that the work produced doesn’t contain any errors.
Conceptual thinking
1. Uses knowledge of theory or of different past situation to look at current situation.
2. Applies learned concepts across various situations.
Customer service orientation
1. Makes self fully available, especially when the customer is going through a critical period.
2. Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
3. Takes the ‘extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
4. Is aware of the level of service offered by the competition and provides more for customers than they expect.
Decisiveness
1. Acts promptly to address urgent needs, taking quickly those decisions which need to be taken.
2. Assesses available information to reach a clear view of key options and selects the best option at the time.
3. Thinks on their feet when necessary.
Integrity
1. Publicly admits having made a mistake.
2. Speaks out when it may hurt a trust relationship.
Self-awareness and self-control
1. Feels impulse to do something inappropriate and resist it.
2. Resists temptations to act immediately without thinking but does not take positive action.
3. Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back.
4. Does not do anything but restrain feelings (does not act to make things better).
Strategic and Innovative thinking
1. Feels impulse to do something inappropriate and resist it.
2. Resists temptations to act immediately without thinking but does not take positive action.
3. Feels strong emotions such as anger, extreme frustration, or high stress) and holds them back. Does not do anything but restrain feelings (does not act to make things better).
4. Does not do anything but restrain
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