Background
JET, in collaboration with the Manufacturing, Engineering and Related Services Sector Education and Training Authority (merSETA), has initiated a project that seeks to address the development of an integrated national digital ecosystem which is interoperable and can be used for effective skills planning and provisioning.
The purpose of the overall project is to establish an integrated digital ecosystem that will strengthen, integrate, coordinate, and improve efficiencies in the governance and management of the post-school education and training (PSET) system. The main objective of the project is to ensure that data sets are interoperable, well synchronized, and used effectively as sources of information for planning and improving efficiency in the PSET system.
JET is seeking to appoint a Project Administrator who will work within a dedicated project team comprising of the Programme Management Consultant, Change Management Consultant, and a Data Specialist. The Project Administrator will provide administrative support to the entire project team, and will be responsible for performing many of the administrative tasks required for the smooth running of the project including, but not limited to, helping to prepare presentations, taking notes in meetings and preparing minutes, scheduling meetings and workshops, coordinating travel arrangements, and preparing progress reports.
The successful applicant will be contracted to a maximum of 160 hours a month on a consultancy contract for a period of 2-years (renewable based on performance and project funding/requirements).
Desired qualifications and experience
- A relevant degree in Business Management, Business Administration, or a related field.
- Prior experience (at least 5 years) as a Project Administrator or a related administrative role
- Knowledge of the SETA environment and relevant legislation
- Experience in ICT projects would be an added advantage
Desired skills
- Strong administrative skills
- Sound project management background and knowledge
- Good Inter-personal skills
- Good analytical skills
- Excellent oral and written communication abilities
- Excellent organisational skills, ability to multitask and prioritise to meet deadlines
- Detail-oriented, reliable, and punctual
- Proactive
- Adept at using computer and project management applications
- Word-processing, spreadsheet and presentation software skills in order to produce reports and presentations for the project team.
- General filing and other office administration skills
Duties & Responsibilities
The scope of the position includes but is not limited to:
- Supporting the Programme team through:
- Successful project administration of agreed tasks and assignments
- Ensuring/tracking sign-off of project deliverables
- Maintaining project logs for deliverables
- Making logistical arrangements for team members as required
- Assuring the quality of presentations and reports
- Assisting with preparation and sending of communications as required
- Assisting with contracting and procurement as per project guidelines
- Managing project-specific meetings/workshops by:
- Ensuring completion of attendance registers during meetings
- Preparing and issuing agendas before meetings
- Preparing, issuing and obtaining sign off of minutes
- Maintaining project logs
- Maintaining a schedule of meetings and venues
- Recording meetings electronically
- Implementing and running a filing system by:
- Ensuring that all project related documents are stored as per merSETA/JET guidelines
- Creating and maintaining hard copy and soft copy filing systems
- Scanning and uploading signed documents onto the shared drive
- Continuously updating the shared drive with project documentation to allow collaboration and communication with all stakeholders
- Managing the reporting process by:
- Tracking and updating project progress and project deliverables
- Assisting with the preparation of presentations and progress reports
- Assisting with the preparation of budgetary reports and tracking expenses
- Any other project administration duties as assigned
Applications must be submitted online here no later than 28 August 2020, 17h00. Late applications will not be considered.
