| JOB NAME |
Project Administrator [Midrand]
POSTED BY: Development Bank of Southern Africa
REF:DBSA 329
Date Published:Thursday, July 20, 2023
Date of Expiration:Tuesday, January 16, 2024 EXPIRED
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| LOCATION OF THIS JOB |
 South Africa | MIDRAND in South Africa |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
Closing Date 2023/08/03
Reference Number DBS230223-2
Job Title Project Administrator [Midrand]
Job Grade 12
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The Project Administrator’s key purpose is to provide efficient project administration support to the Office of the Group Executive Project Preparation and the Division’s Team.
KEY RESPONSIBILITIES
Technical outputs.
Administrative support:
1. Provide informed and proactive administrative support to the team;
2. Assisting the team with tender coordination with government stakeholders that form part of the committee and/or panels;
3. Liaising with external stakeholders and service providers on routine matters.
4. Maintaining a proper filing system for the documents required by the team for reference purposes (e-filing and hard copies where required) for all documents (over and above the documents kept in the central registry);
5. Arrange workshops, co-ordinate activities/events.
6. Develop and maintain appropriate record and retrieval systems, including the programme and project document repository.
Monitoring activities:
1. Update, report and monitor Divisional performance against set BSC targets;
2. Provide monthly reviews and analysis of Portfolio performance, financial reporting and exposures;
3. Monitor key business performance areas and highlight issues of possible risk or concerns (i.e. defaulters, process or system failures, non-compliance, etc.);
4. Making sure that the unit’s business pipeline record is maintained and kept up to date at all times and that a proper database of clients is maintained at all times.
Systems:
1. Take responsibility for system’s (SAP) information accuracy, updates and quality management;
2. Participates actively in projects deliverables using specific systems and programmes ensuring that tracking occurs throughout the implementation phase.
Reporting:
Prepare 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.
Key measurements of outputs:
Job category KPI:
1. Planning and organising efficiencies;
2. Generating quality documents;
3. Effective record management and retrieval systems;
4. Good quality reports and accurate information generation;
Unit KPI’s:
1. Systematic tracking of all projects in the Unit;
2. Providing current and accurate project related management information.
Team behavioural KPI’s:
Effective and productive relationships with the Project Preparation team members.
Key Internal Liaison Relationships
1. Project Preparation Professionals;
2. GE: Project Preparation;
3. Other divisions (as required).
Key External Liaison Relationships
1. Service Providers;
2. Government departments.
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements:
1. Grade 12 / Matric with 3 years tertiary qualification;
2. Minimum 3 years relevant administrative and intermediate financial experience, or 5 years similar experience in a project management environment
3. Advanced level of proficiency in MS office packages, especially Excel and MS Project
4. Must have knowledge of SAP.
Desirable Requirements:
Procurement experience
Technical Competencies:
Written & 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. Able to explain procedures, or familiar concepts, adapting the words or explanation to suit the person or the situation.
Computer Literacy
1. Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
2. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
3. Adapts method of working to accommodate changes in the technological developments.
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.
Project Management
1. Demonstrates a practical knowledge of project management principles and techniques.
2. Plans, defines, and manages projects within a department or area.
Reporting
1. Prepares both standard and non-standard reports to time and quality standards.
2. Collate and analyses readily available data for inclusion in a report.
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. Recognises and acts upon current opportunities.
4. Makes 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 Detail
1. Double-checks the accuracy of information or work.
2. Ensures that the work produced doesn’t contain any errors.
Conceptual Thinking
1. Uses knowledge of theory or of different past situations to look at current situations.
2. Applies learned concepts across various situations.
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.
Self-Awareness & Self-Control
1. Feels impulse to do something inappropriate and resists it.
2. Resists temptation 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).
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.
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.
Integrity
1. Publicly admits having made a mistake.
2. Speaks out when it may hurt a trusted relationship.
Strategic & Innovative Thinking
1. Feels impulse to do something inappropriate and resists it.
2. Resists temptation 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).
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