Project Administrator Jobs at Old Mutual South Africa in Pinelands

Job Title Project Administrator

Location Pinelands,ZA

Organization Name LTS IT

Brief Description



Project Administrator – Mutualpark, Pinelands

This role assists various project teams with the administrative load of projects and is individually accountable for achieving results through own efforts. As the successful incumbent, you will report to the IT Manager and various Project Managers to support the successful implementation of various projects/enhancements.

This position is ideally suited to an individual that have been operating in the Project Support Administrative position for a minimum of 3 years, who’s career aspiration in the medium to longer term (3 years +) is to move into a jnr Project Manager role. With this in mind the successful candidate will be expected to stand in as “acting” Project Manager on occasions.

KRA's



The main duties and responsibilities include, but may not be restricted, to the following:



· Effectively manage the personal calendars of up to 3 Project Managers

· Venue bookings and preparation:-

ü Proactively book and secure a suitable venue for meetings.

ü Ensure that all equipment (ie Proxima, Telecom, laptops, white board markers and erasers’) are available for the meeting.

ü Ensure that venues are neat and tidy both before and after meetings.

· Taking of detailed/accurate minutes in meetings and distributing the minutes timorously to all stakeholders.

· Procurement management

ü Initiating and/or actioning of necessary payments of invoices with the necessary Finance staff.

ü Proactively ordering and payment of stationary as and when required.

· The successful candidate will also be required to act as a back-up to other Project Support Administrators and/or Personal Assistants as and when required.

· Onboarding of new staff:-

ü Proactively ensure that accesses are necessary work stations are both granted and available by the time that the new staff members starts. (Ensuring that new staff members are immediately able to work when they start).

· Absenteeism management:-

ü Proactively collate future anticipated leave of project resources.

ü Effectively communicating the leave to the relevant Project Managers for approval.

ü Updating and maintaining of leave/absenteeism chart for easy access of management.

· Effective maintaining and updating of Project/Iteration Plans in conjunction and on instruction/direction from the Project Manager.

· PlanView (time keeping system) management:-

ü Ensure that all work is logged on Planview before work commences.

ü Ensure that resources are allocated to the work item in PlanView

ü Capture both estimation and actual time spent on activities within PlanView

ü Generate a weekly report for management in terms of time spent vs time allocated. Also actively manage this with the relevant resources on a weekly basis.

ü Ensure that all resources capture and sign their PlanView timesheets weekly.

· Information monitoring:-

ü Draft, update and monitor various project related reports daily, weekly, monthly as and when required.

ü Review data and highlight potential risks to stakeholders/Project Managers.

· Financial reporting:-

ü Produce accurate and precise financial reports as and when required.

· Draft and maintain Project Document repository structure. Ensure that all documents are signed off and stored in the correct place within the Document Structure.

· Setting up and maintaining of various project control books to ensure that necessary control steps are adhered to and followed for each project iteration.

· Project Risk and Issue log management

ü Follow up on risks and issues with all stakeholders

· Feedback to Stakeholders/Project Managers.

· Maintaining hardware and software asset register.

· Assist and support the IT Resource Manager with input into the staffing plan as and when required.

· Gathering and collating information for the purpose of updating the capacity management tool.

· Be able to coordinate and arrange travelling arrangements both nationally and internationally.



Personal Effectiveness

· Accountable for service delivery through own efforts.

· Individually accountable for managing own time, tasks and output quality for periods of 1 day to a maximum of 3 months.

· Makes increased contributions by broadening individual skills.

· Collaborates effectively with others to achieve personal results.

· Accepts and lives the company values.

ü Integrity

ü Accountability

ü Pushing beyond boundaries

ü Respect

· Effective Time Management

· Effective Stakeholder management

· Excellent communication skills (both verbal and in writing)

· Ability to treat confidential information with utmost care and sensitivity.

Job Requirements


The successful applicant should substantially meet the following requirements:

· Matric (grade 12)

· Previous relevant working experience in an IT environment is essential.

· Working experience in a financial services environment would be an added advantage.

· Understanding of the reporting and administrative PlanView application will be an advantage.

· Working knowledge of the MS-Office suite.

· Ability to navigate around, draft and update/maintain project plans in MS Project is essential.

· High degree of integrity, professionalism and service.

· Satisfactory level of technical and professional skills.

· Service focused with the ability to build relationships.

· Ability to thoroughly and accurately define and analyse problems with a view to selecting the most appropriate course of action.

· High degree of responsibility and accountability i.e. taking prompt action to accomplish objectives.

· Ability to work independently and in a team environment.

· Project Administration qualification is essential

· Computer literacy.

· A good working knowledge of project management tools

· The successful candidate should have operated within an Agile environment.



Competencies:

· Initiating Action

· Information Monitoring

· Ownership

· Planning and Organising

· Team Orientation

· Technical Knowledge

Additional Details



In addition, the successful incumbent may be required to work overtime as and when required.


Deadline: 18/05/2012

Apply to:

https://vacancies.oldmutual.co.za/OA_HTML/OA.jsp?OAFunc=IRC_VIS_HOME_NEW_JOBS&_ti=1850541599&oapc=2&oas=XMeER1hq-V0aHsap8InFMg..