Job Description

Job Advert Summary

The Grassroots Innovation Programme Administrator generally supports the Portfolio Manager and Unit Coordinator in day-to-day execution of the project, procurement processes, monitoring of project funds availability and reporting, including project steering committee meetings and meetings with DSTI partners.



TIA is a talent driven, customer- centric and impact focused organisation. In our endeavour to support technology innovation with socio-economic outcomes, we seek to infuse the organisation with team players that find resonance as value creators, agile thinkers, progressive attitudes, customer-centricity, dynamic work ethic and an optimistic disposition. We aim to harness these attributes in a manner that they culminate into a culture of teamwork, impact and accountability.



The Technology Innovation Agency endeavours to promote the careers of previously disadvantaged persons by applying the principles of the Employment Equity Act, as amended.



The Agency reserves the right not to make an appointment.

Minimum Requirements

Qualification

National Diploma in Administration, Project Management, Development Studies, Public Administration, or a related field. Bachelor's degree in Administration, Project Management, Development Studies, Public Administration will be an added advantage.

Work Experience

Two years' experience in project administration, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the project management. Experience in organisation of public events and meetings.

Knowledge and Skills

PFMA Administrative Best Practice Frameworks and Models Stakeholder Engagement and Support Customer Care

Duties and Responsibilities

Administration

Maintain updated project records, databases, and filing systems. Coordinate all relevant meetings, agendas, minutes, and follow-ups. Track progress against project timelines and milestones. Contribute towards the creation of project schedules and action steps with set timeframes and goals for all parties involved.

Financial Perspective

Assisting in projects financial resources management, Human Resources Management, efficient procurement, and logistical services Monitor and track all project related activities including the ROI of specific initiatives. Monitor and support innovation budgets and the timeous disbursement of related funding to ensure optimal operation of investments. Continually track spending according to approved budgets and report any financial risks in line with policies and procedures. Contain costs while maintaining high levels of impact and performance and develop best practices to achieve the larger Operational financial goals. Flag potential budget risks or variances.

Internal Processes

Provide required support in organizing/conducting project activities. Draft minutes of Project Steering Committee and other project-related meetings. Conduct administrative follow-up as needed for all activities. Collect project-related information and support the portfolio in the preparation of reports as set out in the workplan. Prepare and submit project status, financial, and close-out reports. Ensure compliance with TIA policies, SCM, and contractual requirements. Support internal and external audits, follow-up on project auditing issues. Maintain up-to-date files and records of project documentation. Providing logistical support for workshops and other meetings as planned by the portfolio. Supporting the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports, and any other required project reports. Arranging external and internal meetings (including the meetings of the Project Steering Committee, technical meetings, as well as other relevant meetings, etc.). Assisting in organizing, executing, and coordinating logistically public events, like seminars, training, workshops, forums, and exhibitions. Providing general office assistance such as responses to complex information requests and inquiries; reviewing and responding to the routine incoming correspondence; performing routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc. Support the collection and consolidation of M&E data and reporting objectives

Stakeholder Management

Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and positively contributing towards the organisation's reputation. Provide for the creation and maintenance of mutually beneficial relationships with all relevant stakeholders by ensuring that all partner obligations are met, and expectations exceeded. Organise logistics for workshops, events, site visits and ensure attendance registers are made available. Maintain updated stakeholder contact lists. Facilitate clear communication between TIA and stakeholders.

Knowledge Management and Communication

Archive and maintain portfolio knowledge products. Support preparation of presentations and promptly required portfolio information. * Disseminate portfolio information to stakeholders.