Job Title Programme Administrator for the SADC Regional Water Fund (SADC Water)
Job Grade 13
Job Type Classification Contract
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.
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.
KEY RESPONSIBILITIES OPERATIONAL FUNCTIONS.
1. Facilitate compliance with relevant standards, policies and procedures for the relevant programmes and projects.
2. Create a project information library/Project Artefact Library and manage ad-hoc and standard project information.
3. Monitor library to ensure required information and/or documentation are archived as per the Infrastructure Delivery Division standards.
4. Manage monthly reporting updates and ensure Document management System as well as project management systems are correct.
5. Administer contracts under the guidance of the programme or project manager (scheduling, project meetings, progress reporting).
6. Liaise with Programme or Project Accountant with regards to project budgets and costs.
Plan, arrange and monitor project resources, materials and equipment to support the project team.
7. Make logistical arrangements for team members.
8. Coordinate and schedule training.
Support the programme Manager / coordinator 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. Assist programme manager in costing all activities.
5. Coordinate and delivery of all mandatory programme / project reports
6. Monitor site progress and liaise with contracts and programme manager with regards to site progress.
7. Monitor the implementation of occupational, health and safety Act and any audit report findings.
Financial Management Functions
1. Monitor project finances in conjunction with the relevant programme manager / coordinator.
2. Liaise with programme manager / coordinator and the relevant quantity surveyor regarding cash flows and / or tranches requests.
3. Review payment (including travel) and disbursement request (approval of purchase orders) before submission to Finance and ensure correct allocations.
4. Check and verify PSP / supplier invoices / claims.
Identify, analyse and report on programme slippages and recommend corrective actions.
5. Dealing with and managing payments.
6. Assisting with collation of audit data and process.
Support the programme manager / coordinator with the following:
1. validating invoices / claims submitted by service providers.
2. anticipating problems and claims for increase costs due to late delivery, costing errors etc. and minimizing the effect thereof.
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EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. Minimum qualification required is a relevant diploma in project management, administration or other relevant qualification.
2. A minimum of 3 to 4 years of experience in a similar function.
3. Experience of working in development and programme 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 programme delivery environment.
4. Understanding of government priorities systems and processes.
5. Understanding of stakeholder and brand management.
6. Ability to work under pressure and multi-task.
7. Attention to details.
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
Designs / customizes reports to meet user needs.
1. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
2. 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.
REQUIRED PERSONAL ATTRIBUTES
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.
4. Recognises and acts upon current opportunity.
5. Make specific changes to systems and processes in order to improve efficiency and quality.
6. 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.
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.
4. Does not do anything but restrain feelings (does not act to make things better).
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