Closing Date 2023/05/29
Reference Number DBS220525-1
Job Title Project Manager (Non-Technical) [Midrand]
Job Grade 16
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
1. The Local Government Support Unit (LGSU) have Project Management Units (PMU’s) in various provinces. There are large number of projects that are implemented through the PMU’s.
2. The purpose of this role, amongst others, is to monitor and report these projects from inception to completion and to manage the projects that are going through Investment Committee approval stage, procurement and implement stages.
KEY RESPONSIBILITIES
Overall Project Management
1. Monitor and report on Local Government Support Unit (LGSU) projects from inception to completion.
2. Review the project deliverables prepared by the LGSU team members, agency/mandated programmes and other service providers appointed by the unit.
3. Support with coordination of efforts of all parties involved in the projects including professional service providers, contracts, sub-contracts and labour.
4. Implement the LGSU project/s objectives and goals of the teams and assign accordingly.
5. Oversee technical support to projects across the municipalities.
6. Build the internal capacity to oversee the roll out of the support to the PMU’s support to municipalities, including the reporting protocols to the structures of the Bank, Government and private sector partners.
7. Developing monitoring and reporting systems internal to the DBSA and between the DBSA and external parties.
8. Accountable for daily administration and implementation of the programme activities.
9. Ensure statutory and regulatory compliance.
10. Promote industry best practice in managing projects and programmes to ensure successful delivery.
Project Planning
1. Develop project work plans and make revisions as and when the need arises.
2. Confirm project activities are scheduled.
3. Prepare all programme/project cost activities.
4. Confirm milestones with stakeholders and customers
Project Control on Cost, Time and Quality
1. Put in control measures for managing project schedules, costs, time and quality.
2. Conduct periodic monitoring visits to project site(s).
3. Monitor project milestones to ensure project completion within time, budget and quality.
4. Oversee project accounting including management of project budgets against actual costs, approval of progress payments, tracking of team expenses and minimizing the exposure to risk.
Procurement Management
1. Provide support to LGSU team in the preparation of the required procurement documentation and submissions for the appointment of Consultants/Service Providers and / or goods and services.
2. Review procurement submissions and ensure that all is in line with the PFMA, relevant legislation and according to DBSA Procurement Policy.
3. Monitor the procurement process from start to completion.
Project Implementation Support of PMU’s
1. Work with various stakeholders and coordinate all programme interventions.
2. Overall responsibility for the Project Manager’s function is to provide projects coordination and management of all processes and functions, thereby ensuring that:
3. The Parties to the contract have complied with legal and tender formalities.
4. The project teams are performing at the required pace to complete the projects by the specified time.
5. The project teams have timeously been issued with all the relevant information.
6. The project teams are achieving specified quality standards.
7. Non-compliant aspects of the works are promptly dealt with as they arise.
8. Potential claims for revision of the date for practical completion is handled timeously.
9. Potential claims for an adjustment of the contract value are promptly dealt with.
10. The programme is concluded as specified, administrative and other compliance certificates are recorded, and all parties paid in due course.
11. Identifying potential risks.
12. Monitoring risks.
Project Communication & Reporting
1. Support the Head LGSU with reporting and compliance to the Oversight Committee, thereby timeously collating project status reports.
2. Ensure an effective communication system is in place to provide timeous feedback for management, client and customer.
3. Following site monitoring visits and attendance of project meetings, issue status report and action plans.
4. Provide oversight and guidance on the quality and accuracy of the reporting compiled by the PMU’s and compile and provide monthly progress reports.
5. Conduct project close out reviews.
6. Prepare and provide documentation/reports/presentations, amongst others, for Management, Exco, Board and Board sub-Committees for information or decision-making purposes.
Project Contract Management
1. Ensure contracts are managed in a way that is fair to all parties.
2. Monitor performance by identifying and resolving areas of concern.
3. Actively measure progress against the contract’s performance.
4. Ensure adherence to the contract conditions and timelines.
5. Develop a process whereby project/programme lessons learnt are stored in a digitalised and encrypted format for ease of access and use by business and end users.
6. Maintain the LGSU database and ensure that all information is stored securely. Maintain an information repository on LGSU projects/programmes.
7. Ensure that LGSU activities, outputs, outcomes and resource requirements are appropriately considered and included in the organisation’s business planning and budgeting process.
8. Any other duties assigned in furtherance of the LGSU strategy.
Key Measurement of Outputs
1. Number of LGSU Projects completed within time, cost and quality
2. Quality of the project and management reports
3. 100% accurate management of all Projects Contracts
4. Quality of LGSU Project database and ease of access to information.
5. 100% of LGSU comprehensive annual service rating for the LGSU unit by clients
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EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. Project Management professional with qualifications: PMI, PRINCE, SACPCMP, ECSA, SACAP or similar or master’s degree in project management
2. Minimum of 5 years relevant experience as a seasoned Project Manager
3. Demonstrated experience in managing and overseeing several projects (50+ projects) from start to completion.
4. Demonstrated ability to capture and put together lessons learnt for business and end user benefit.
5. Knowledge of government, municipalities, development finance institutions, etc.
6. Proven ability of setting up and maintaining the Project/s database and repository of information.
7. Excellent facilitation, project/activity management and written and oral communication skills.
8. Exceptional computer skills – Microsoft suite – Word, Excel, Project Management and PowerPoint
9. Demonstrated capability of developing reports, documents, presentations, etc. for Management, Exco, Board and Board sub-Committees.
Desired Requirements
Project Management experience working in a DFI and or the Banking environment will be an advantage.
Technical Competencies
Written and Verbal Communication:
1. Technically experienced and fully competent writer: can write independently various technical and non-technical documents.
2. Uses a clear and easily understood writing styles when communicating technical information to non-technical employees or individuals.
3. Understands that different writing styles are required for different documents or audiences
4. Writes effectively with clarity
Stakeholder Management:
1. Actively engages partners and encourages others to build relationships that support DBSA objectives
2. Adapts style to work effectively with partners, building consensus, trust, and respect
3. Delivers objectives by bringing together diverse stakeholders to work effectively in partnerships
Project Management:
1. Familiar with the standard types of agreements/contracts that are typically used in infrastructure planning, project preparation and infrastructure development
2. Ability to initiate project plans and secures resources for projects that span area or department boundaries.
3. Ability to analyses project risks and structures appropriate mitigations
4. Ability to manage, and coordinate projects to successful delivery within the parameters of time, cost, quality and stakeholder satisfaction.
5. Ability to apply best practice project management methodologies to the delivery of infrastructure planning projects in DBSA priority sectors
6. Ability to apply effective contract management in accordance with the various types of contracts typically used in infrastructure planning and development
Data Collection and Analysis:
1. Based on knowledge of the reasons behind the analysis, is able to define the most appropriate means of data collection.
2. Is able to develop formats for data collection.
3. Is able to define the most appropriate internal and external data/information sources.
4. Identifies key facts in an array of data, recognises when pertinent facts are incorrect, missing, or require supplementation or verification.
5. Breaks down data into component parts to understand the nature and relationship of the parts.
6. Has a broad knowledge of statistical data-handling techniques.
7. Can undertake more comprehensive analysis of data/information but is not required to draw conclusions.
Planning & Organising:
1. Able to organise, prioritise and, where applicable, delegate work activities to efficiently accomplish tasks and meet objectives.
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.
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.
Solution Focus:
1. Identifies broad, highly complex problems based on a multitude of factors, many of which are complex and sweeping in nature, difficult to define and often contradictory.
2. Creates procedures to articulate the nature of problems and to identify and weigh alternate solutions.
3. Evaluates the effectiveness of solutions using approaches tailored to the situation.
REQUIRED PERSONAL ATTRIBUTES
Customer Service Orientation
1. Tries to understand the underlying needs of customers and matches these needs to available or customized outputs
2. Adapts processes and procedures to meet on-going customer needs
3. Utilises the feedback received from customers to develop new and/or improve existing outputs to support their needs
4. Thinks of new ways to align DBSA’s offerings with future customer needs
Self-Awareness and Self Control
1. Withholds effects of strong emotions in difficult situations
2. Keeps functioning or responds constructively despite stress
3. May apply special techniques or plan to manage emotions or stress
Strategic and Innovative Thinking
1. Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking
2. Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to show possible business direction
Driving Delivery of Results
1. Sets challenging goals that will have a significant impact on the business or support the organisational strategy
2. Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action to mitigate risk
Teamwork & Cooperation
1. Acts to promote a friendly climate and good morale and resolves conflicts
2. Creates opportunities for cross-functional working
3. Encourages others to network outside of their own team/department and learn from their experience
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