Job Description

The Project Administrator serves as the operational heartbeat of the ERP Transformation Programme. This is a high-impact role designed for a proactive, resilient, and highly organized professional who thrives in "organized chaos."



As the Project Lead and core team's primary support, you will navigate a fast-paced, multi-year roadmap, ensuring that administrative hurdles are cleared before they impact the team. You are not just a coordinator; you are a gatekeeper and a facilitator who ensures the project infrastructure runs seamlessly across various workstreams, global locations, and third-party vendors.





KEY RESPONSIBILITIES



Strategic Coordination & Calendar Management


Gatekeeping: Manage the Project Lead's complex calendar, prioritizing high-value meetings and resolving scheduling conflicts across multiple diaries.. Governance Support: Organize and facilitate Steering Committee meetings, DDF forums, IET forums and various other PMO sessions, including preparing packs and tracking action items Logistics: Manage all domestic and international travel, visas, and accommodation for the core project team.
Programme Operations & Documentation


Documentation Control: Maintain the centralized project repository (Google drive, Jira etc.), ensuring version control for critical programme documentation.. Meeting Lifecycle: Beyond just "setting up" meetings, you will capture high-quality minutes, distill key decisions, and rigorously follow up on action items to ensure nothing falls through the cracks. Onboarding: Manage the end-to-end onboarding process for new consultants and internal staff (system access, hardware, and project inductions).
Financial & Resource Support


Expense & Invoice Tracking: Assist the ERP Financial Manager in tracking project spend, managing vendor invoices, and reconciling expenses against the project budget. Resource Tracking: Maintain the project's master resource plan and seating charts for the programme office space..




Culture & Communication


Team Cohesion: Plan and execute team-building events and "go-live" celebrations to maintain morale during high-pressure phases. Drafting Communications: Prepare draft announcements, slide decks, and status reports for various stakeholders in close collaboration with the Change Management and Communications teams.


A Bachelor's degree in Business Administration, Information Systems, or a related field (preferred). Certification in Project Management (e.g., CAPM, Prince2 Foundation) is advantageous 5+ years experience in a Project Administrator or Senior EA role, ideally within a large-scale IT or ERP transformation. Experience in Google Suite. (Sheets, Drive, Slides etc). Experience with project tools like Jira is highly desirable. Basic understanding of Agile and Waterfall project management frameworks Adaptability: The ability to pivot priorities instantly when project requirements change or a "fire" needs to be extinguished. Handling sensitive information regarding project budgets, personnel changes, and organizational restructuring with total confidentiality A calm demeanor when deadlines are tight and stakeholders are demanding. The ability to anticipate the Project Lead's needs.
Competencies: Devotion to quality, Performing under pressure, Results oriented, Structuring, Creating support, Listening, Persuasiveness, Assertiveness, Drive, Analysing & forming opinions





If you do not hear from us within 4 weeks of the closing date of this position, please regard your application as being unsuccessful.


PEP strives for equal opportunity in terms of its employment equity guidelines