Project Administration Assistant

Job Advert Summary

Job Purpose: To generally supports the National Project Technical Expert and Coordinator in day-to-day execution of the project, procurement processes, monitoring of project funds availability and reporting.

Fixed Term Contract Durarion - Nine (9) months.

Technology Innovation Agency (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.

In executing its mandate, the organisation provides funding and non-funding support to stimulate innovation so that it provides a catalytic impact to the economy whilst improving people’s lives and protecting the environment. The 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.

Qualification and Experience

• Three (3) years qualifications in Project Management or equivalent
• 3 years experience in project administration, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the project management
• Experience in organization of public events, trainings and meetings.

Financial Perspective

• Assisting in projects financial resources management, Human Resources Management, efficient procurement, and logistical services
• Assisting in the preparation of payments requests for operating expenses, salaries, insurance, etc. against project budgets and workplans

Stakeholder Management

• Support the maintenance of the GCIP national on-line platform
• Support the facilitation of networking and management of networks

Internal Processes

• Providing required support in organizing/conducting project activities.
• Drafting minutes of Project Steering Committee and other project-related meetings.
• Conducting administrative follow-up as needed for all activities.
• Collecting project-related information and supporting the NPC in the preparation of reports as set out in the workplan.
  
  Supporting the follow-up on project auditing issues.
• Maintaining up-to-date files and records of project documentation.
  
  Providing logistical support for workshops and other meetings as tasked by the NPC.
• 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 GCIP M&E data and reporting

Learning and Growth

• KPA’s are understood and achieved as agreed upon in the Performance agreement
• Review performance against agreed performance standards
• Live the values and culture of TIA
• Identify and implement development opportunities to ensure continuous improvement of work effectiveness and efficiency, aligned to Portfolio Manager or Programme Manager career ladder agreed with Head.
• Organisation Information Systems and tools are optimally utilized to execute core tasks