Job Description

Brief description

The main purpose of this position is to perform general programme/project administrative support functions to ensure the smooth running of programmes and projects within the Group Security Management Department.


Detailed description


The successful candidate will be responsible for the following key performance areas:


Coordinate Programme Management Office (PMO) activities such as collating and consolidating PMO monthly reports and organise team events. Provide financial management support, not limited to collating and consolidating budget information using approved templates, liaising with vendors and the Management Support Division, and processing the timely payment of invoices. Maintain financial spreadsheets to keep track of expenditure versus budgets. Assist in compiling and maintaining mandatory documentation (e.g. information relating to charters, business cases, project plans and change requests) to ensure compliance in terms of PMO standards and procedures. Collate and manage information and reports to ensure that relevant stakeholders are adequately informed of the programme/project's status. Liaise with various stakeholders (internal and external) throughout the project life cycle to maintain effective communication on all matters relating to the programme/project. Maintain a programme/project repository to ensure that information is accessible to all stakeholders and available for audit purposes. Schedule meetings, consolidate information for meetings, maintain and disseminate minutes and ensure that actions are followed up as per the minutes. Record, update and maintain lessons learnt, risks, issues, action and decision logs to allow the management of risks by the programme/project manager. Contain and follow up on programme/project activities in the absence of the programme/project manager to ensure project continuity. Provide general administration and support that includes making travel arrangements, providing general administrative support as and when requested in special projects or filling in for other administrators. Guide project and controls administrators on divisional and programme/project requirements. * Ensure continuous improvement by identifying and introducing improvements in programme administration processes.