Job Description

GIBB is a multi-award winning partner of choice for, the private sector, state owned enterprises and governments. We have the proven experience, talent, and expertise to respond to the numerous infrastructures demands and needs of the continent. The Transportation Sector is busy with a number of large and exciting projects and is looking for talented individuals. If you would like to make a difference in peoplexe2x80x99s lives, and become an expert in your field, please apply for the challenging roles we have available.

This Sector is looking for a talented professional to complement their team, in the form of a Project Administrator: Rail.

We welcome your application if you meet the requirements, listed below, for this position.

The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions.

Core purpose:

The core purpose of this job is to provide project office management assistance to the Project Manager and Project Engineer for general project administration, financial administration and administration of quality management system. To provide administrative support to the project team

Key Responsibilities:

DOCUMENTATION MANAGEMENT AND CONTROL

• Establish and manage the project electronic management system
• Manage and process incoming and outgoing documents
• Manage the distribution and control of project documentation
• Manage the delivery and acceptance of project documentation/deliverables
• Archive project documentation
• Maintain Project communication plan

COORDINATION OF DOCUMENTS COMPILATION

• Collate inputs from various authors into master document
• Assist project team with document quality assurance review and editing
• Manage document version control
• Act as a point of reference on the use of the project administration Quality Management System
• Assist in the development of a project administration quality plan

PUBLISHING OF DOCUMENTS:

• Combine report components prepared in various packages (e.g. Word, Excel, CAD etc.) into single Adobe document.
• Create bookmarks and links in Adobe version of reports
• Paginate and publish reports using Adobe.
• Arrange for transmittal and distribution of documents

RESOURCE SCHEDULE

• Update resource schedules
• Prepare and update project plans
• Check planned vs actual utilisation of resources
• Capture submitted timesheets and verify against planned effort

PROCUREMENT AND CONTRACT DOCUMENTATION ADMINISTRATION

• Access procurement and contracting documentation templates
• Execute / process sub-consultants administration
• Maintain Procurement and Contract administration registers
• Keep and Maintain Contractual documentation

PROJECT FINANCE ADMINISTARTION

• Arrange for the production and distribution of project financial information
• Prepare / process reimbursement of expenses
• Prepare / process invoicing of the Sub-consultants
• Assist in the development of financial reviews
• Assist in the review and development of project proposals, variation orders and claims.
• Monitor and report on project budgets / approved vs actual expenditure

TEAM

• Administration of job descriptions
• Assist in the preparation of project plans and claims.
• Access and update project reports

Qualifications and Experience

• Proficient in MS Office Suite (Word, Excel, Outlook and Power Point)
• Competent in the use of Adobe Professional
• National Diploma in Office / Business Administration xe2x80x93 Management or Relevant Certificates
• Diploma in Project Management- added advantage
• 5 - 8 Yearsxe2x80x99 experience in construction multidisciplinary project office administration with proven track record in:

• Document management and Records Keeping
• Contract administration
• Project financial administration
• Knowledge of ISO 9001
• PM software experience-added advantage

Core Competencies/Requirements

• Excellent communication skills both written and verbal (English).
• Strong administrative and procedural compliance.
• Excellent time management skills.
• Exercise sound judgment and work with minimal supervision and direction.
• Maintain effective communication with team members particularly in relation to meeting tight
• deadlines.
• Demonstrate initiative and be proactive in providing support to internal clients.
• Adopt a proactive approach to the duties and responsibilities of the position, to ensure
• performance outcomes and processes.
• Display initiative and professionalism by enhancing your skills and abilities and thereby ensuring your development supports changing business needs.
• Be flexible in your work by adjusting to multiple demands/shifting priorities.
• Planning and Organising
• Work Management
• Motivator
• Team Player
• Integrity
• Problem Solving
• Achievement Oriented
• Self-Awareness
• Time Management
• Decision Making
• Initiative
• Client Focused
• Willingness to learn and assist other

GIBB