Closing Date 2020/08/26
Reference Number DBS200811-0
Job Title Team Administrator - Student Housing Infrastructure Programme Managment Office (SHIPMO)
Job Grade 12
Job Type Classification Contract
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The Team Administrator will perform all administrative functions to support the implementation and operations of the SHIP MO. The Team 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 is housed at the DBSA offices. The day-to-day activities will be directly under the supervision of the SHIP Oversight Committee, chaired by the DHET.
TECHNICAL OUTPUTS
1. Administration
1) Responsible for the efficient management of all administrative functions of the SHIP MO, including managing day-to-day SHIP MO’s administrative activities, record maintenance, diary management, arranging meetings, taking and distributing minutes.
2) Perform secretariat functions for the Oversight Committee, ensuring compliance with governance prescripts.
3) Assist in developing and implementing administration policies, procedures, systems and requirements.
4) Assisting with administrative aspects of procurement and contract management, submission and processing of invoices and claims.
5) Liaising with internal stakeholders (procurement, finance, business recovery unit, risk, human capital, etc) on relevant issues as well as external stakeholders.
6) Promoting a culture of effective and timeous administrative performance in the SHIP MO.
2. Reporting
1) Updating, reporting and monitoring of the SHIP MO’s performance of key programmes against targets and consolidating monthly reviews and analysis of performance, including highlighting issues of possible risk or concern (i.e. non-performing service providers, process of system failures, non-compliance).
2) Drafting and collating reports, including accounting information, 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, ensuring information accuracy, updates and quality management.
3) Co-ordinating the administrative planning, implementation, measurement and progress reporting.
KEY RESPONSIBILITIES
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) Co-ordinating PSP database administration to ensure central repository of information on sector specific service providers.
4) Compiling a personal annual performance plan and submitting monthly progress reports.
5) Building flexibility into administrative arrangements in order to deal proactively with unexpected changes and demand.
Key measurements of outputs
1) Effective record keeping management and retrieval systems.
2) Systematic tracking of progress all projects in the SHIP MO.
3) Planning and organising SHIP MO activities.
4) Generating and quality assuring information, report and documents.
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 (NQF 6 and higher)
2. Project management qualification and experience
3. Microsoft Office suite qualification and expertise
4. A minimum of 5 years’ project/programme administration experience
Desirable Requirements:
1. Procurement experience
2. Knowledge of post school education and training sector
Required Personal Attributes
Technical Competencies:
1. 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 organising.
4) Plans and manages multiple priorities and deadlines.
2. 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.
3. Reporting
1) Performs secretariat function for the Oversight Committee.
2) Prepares both standard and non-standard reports to time and quality standards.
3) Collates and analyses data for inclusion in a report.
Behavioural Competencies:
1 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.
2 Attention to Detail
1) Double-checks the accuracy of information or work.
2) Ensures that the work produced doesn’t contain any errors.
3 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.
4 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.
5 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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