Job Description

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Description:

IT Project Office Administrative tasks, such as coordinating project activities, managing project schedules, arranging project assignments, and communicating progress to all team members and all relevant administrative duties.

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Requirement:

NQF level 4 qualification with 3 - 5 years relevant experience in similar position.


Project management experience or qualification will be advantageous


Working knowledge of project management software (e.g. Microsoft Project)


Actual vs budget expenditure recording and reporting




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Key Performance Area:

Maintain and Implement projects

Set timeframes, durations, expected results, dependencies and resource allocation according to project time, budget, quality and scope constraints


Coordinate project activities according to project plan


Monitor project progress and address potential issues


Take responsibility for project tasks assigned by the project manager


Coordinate project risk analyses

Project Office Administration

Prepare and provide project documentation to the prescribed Cashbuild format, to internal teams and key stakeholders


Retrieve necessary information (e.g. user/client requirements and relevant case studies)


Create and maintain filing systems in accordance with Cashbuild systems and procedures


Deal with phone and email enquiries and refer appropriately


Schedule regular project meetings, record agendas, distribute necessary documentation and meeting minutes, and record decisions (e.g. assigned tasks and next steps)


Collate meeting minutes and decisions and communicate to stakeholders in prescribed format


Attend appropriate internal and external meetings as agreed with the project manager


Order resources, like equipment and software


Any other relevant administrative and support duties required as determined from time to time

Quality Assurance/ Manage

Coordinate quality controls to ensure deliverables meet requirements

Reports

Measure and report on project performance

Identification and resolution of issues

Compile lessons learned and risk register per project

Governance

Ensure conformance to Cashbuild project management processes by all project team members

Budget

Record project expenses and produce financial reports and forecasts

Customer Service

Ensure that work undertaken reflects Cashbuild project management quality and accuracy standards


Act as the point of contact for all project participants




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Competencies:

Dutifulness

Demonstrating commitment to agreements. honours agreements. works hard. shows a lot of self-discipline. takes responsibility for his/her own work.

Structuring

Applying, implementing and maintaining structure in day-to-day business. Applies structure to his/her own work. Structures things in a way that is also clear to others. Has an overview of both his/her own activities and the activities of others. Provides support to others in their work by choosing and maintaining clear procedures

Presenting

Presenting one's own point of view in such a way that the information is conveyed effectively. Brings structure to presentations. Provides clear examples in presentations that are consistent with the audience's perceptions. Supports his/her story non-verbally when giving a presentation. Connects with the audience when giving a presentation.

Devotion to quality

Demanding a high quality of provided products and services and acting accordingly. Has high quality standards for the work of others. Has high quality standards for his/her own work. Delivers the quality that was agreed and that is expected by the other party. Sees and uses opportunities to improve the quality of what is delivered.

Performing under pressure

Maintaining an effective performance under pressure, or when faced with setbacks or disappointment. delivers good results under pressure. persists when faced with setbacks. continues to do the right thing under pressure, without making mistakes. maintains an even performance under pressure.

Drive

Drive, passion. Sets high standards for his/her own performance. Works hard to realise above average results. Believes in the feasibility of goals, is dedicated. Often does more than is expected of him/her.

Service-oriented

Being focused on supporting others in achieving their objectives. Positions him/herself as a service provider. Enjoys helping colleagues and/or clients. Takes worries off colleagues' and/or clients' hands. Supports colleagues and/or clients in achieving their results.

Cooperation

Working with others in order to effectively contribute to a common objective. Takes others' insights and opinions seriously. Asks others for their opinion. Honours agreements. Takes the viewpoints of others into account when collaborating. Is open to collaboration with others.

Creating support

Imagining other people's concerns and involving them in changes. Communicates matters to everyone involved. Shows understanding for objections, without abandoning the set course. Explains why a certain approach has been chosen. Involves others in developing and implementing plans.

Integrity

Complying with generally accepted standards in activities related to the position. keeps promises. creates realistic expectations. is sincere. handles sensitive information carefully. shows awareness of values, indicates when boundaries are crossed.

Accuracy

Effectively handling detailed information and being consistently attentive to details. Works in an orderly fashion. Ensures that matters are handled in an orderly and accurate manner from start to finish. Prevents mistakes. Invests energy in checking his/her work for mistakes.

Client focus

Identifying and actively responding to clients' wishes and needs. Deals with clients in a friendly manner. Shows involvement in the client's problem. Makes clients feel welcome. Approaches the client's question with a can-do mentality

Personal development

Being aware of one's own strengths and weaknesses: consciously working on personal development. Is focused on self-broadening and/or gaining more in-depth knowledge. Follows relevant training programmes and/or looks for opportunities to gain experience. Seeks and uses opportunities for personal development. * Asks for feedback in order to learn