Job Type Classification Contract
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
This is a three (3) year Fixed Term Contract position.
The Programme Administrator will perform all administration functions to support the implementation and operations of the SHIP, managed by the SHIP MO. The SHIP MO will consist of a team of infrastructure, financial, project management and planning experts to provide a coherent and structured approach to implement the SHIP at the 26 public universities and 50 technical vocational education and training (TVET) colleges.
The Administrator’s position is to assist the SHIP MO to execute on its mandate by ensuring that all aspects are administered within the requirements which will contribute to the success of this office.
Functional Structure: SHIP MO
The SHIP MO will be housed at the DBSA. The day-to-day activities will be directly under the supervision of the SHIP Oversight Committee, chaired by the DHET.
KEY RESPONSIBILITIES
TECHNICAL OUTPUTS
Administration
1. Responsible for the successful management of all administrative requirements within the SHIP MO and administrative assistance to the SHIP
2. Developing administration policies, procedures and systems
3. Implementing administration policies, procedures, systems and requirements
4. Managing day-to-day programme and project administration including record maintenance, diary management, arranging meetings, taking and distributing minutes
5. Updating, reporting and monitoring of the SHIP performance against targets and consolidating monthly reviews and analysis of performance
6. Monitoring key programme performance areas and highlighting issues of possible risk or concern (i.e. non-performing service providers, process of system failures, non-compliance) and ensuring information accuracy, updates and quality management
7. Providing project management administration
8. Assisting with administrative aspects of procurement and contract management
9. Managing submission and processing of invoices and claims
10. Liaising with internal (DBSA) stakeholders (procurement, finance, business recovery unit, risk, human capital, etc) on relevant issues
11. Assisting and promoting good internal and external communication, commitment and relationships;
12. Providing advice, and participate in innovative thinking on problem solving, risk management, and deadline management.
Reporting
1. Drafting reports, summarising and forecasting project activities and financial performance in (i.e. disbursements and projections, income and expenditure) current and expected operations for portfolio projects and programmes
2. Promoting a culture of effective and timeous administrative performance in the SHIP MO
3. Co-ordinating the administrative planning, implementation, measurement and progress reporting.
Systems and Records
1. Developing and implementing systems to track performance throughout the life cycle of projects and the programme
2. Developing and maintaining appropriate record and retrieval systems, including the programme and project document repository, a paper and e-filing system for SHIP documents, the business pipeline and client database
3. Attending meetings, co-ordinating reports by service providers, and compiling administration reports
4. Co-ordinating PSP database administration to ensure central repository of information on sector specific service providers
5. Assisting with administration of procurement for the appointment of technical experts and advisors
6. Ensuring financial and accounting information is collated and reported to the SHIP MO Head
7. Receive and process invoices and claims
8. Compiling a personal annual performance plan and submitting monthly progress reports.
9. Identifying, categorising and ranking the administrative risks and opportunities according to impact (financial, performance, market related, etc.).
10. Managing and mitigating administrative operational and strategic risks.
11. Building flexibility into administrative arrangements in order to deal proactively with unexpected changes and demand
12. Ensuring compliance with governance prescripts.
Key measurements of outputs
1. Systematic tracking of all projects in the SHIP MO
2. Planning and organising SHIP and SHIP MO activities
3. Generating and quality assuring information, report and documents
4. Effective record management and retrieval systems
5. Providing project related management information.
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EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements:
1. A 3-year post school qualification in project management
2. Project management qualification and experience
3. Microsoft Office suite qualification and expertise
4. A minimum of 5 years’ project/programme administration experience
5. Procurement experience
Desirable Requirements:
1. Knowledge of post school education and training sector
Technical Competencies:
Administration
1. Plans, develops and implements efficient, effective and cost-effective SHIP MO administration
2. Demonstrates competence in producing Word, Excel, PowerPoint and Project documents
3. Exercises independent judgement regarding planning and organizing
4. Plans and manages multiple priorities and deadlines
Communication
1. Writes technical and non-technical correspondence and documents in clear and simple English
2. Produces and presents PowerPoint presentations
3. Produces Word, Excel and Project documents competently
4. Drafts, formats and produces reports and other documents for distribution to stakeholders
Reporting
1. Prepares both standard and non-standard reports to time and quality standards
2. Collates and analyses data for inclusion in a report
Stakeholder Management
Engages stakeholders to build relationships that support SHIP objectives
REQUIRED PERSONAL ATTRIBUTES
Behavioural Competencies:
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 setbacks or/and obstacles in order to meet goals.
4. Recognises and acts upon current opportunities.
Attention to Detail
1. Double-checks the accuracy of information or work.
2. Ensures that the work produced doesn’t contain any errors.
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.
Self-Awareness & Self-Control
1. Feels strong emotions in the course of a conversation or other task, such as anger, extreme frustration, or high stress;
2. Holds the emotions back, and continues to act calmly.
3. Ignores angering actions and continues a conversation or task.
4. May leave temporarily to withhold emotions, then return immediately to continue.
Teamwork & Cooperation
1. Values and utilises the expertise of colleagues, asking for ideas and input and collaborates to form decisions and plans.
2. Willingly learns from others.
3. Creates opportunities for knowledge and expertise sharing between all members of the team.
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English 
FRENCH
