Coordinator: Projects (Planning) X2 – Fixed Term Contract Jobs

Job Purpose

To coordinate and support Project Managers in executing tasks according to agreed project delivery plans. This includes drafting and maintaining project documentation and administrative correspondence, and handling PFMA processes for project budgets and related expenditure, to meet customer expectations.

Education and Experience

Minimum Qualification and Experience Required

• National Diploma / Advanced Certificate (NQF 6) in Management/Information Technology, plus 2-3 years’ experience in a project management environment, including 1-2 years at knowledge worker level.

Alternative

• Senior Certificate (NQF 4), plus 5 years’ project administration/coordination in a project management environment, including 1-2 years at knowledge worker level.

Minimum Functional Requirements

• Understanding of project management principles and planning fundamentals.
• Strong administrative and coordination skills.
• Ability to work with office automation and planning tools (such as Word, PowerPoint, Excel, SharePoint, and MS Project).

Job Outputs

Process

• Verify correspondence and information from external and internal sources, and ensure it receives the necessary attention.
• Monitor and report on progress, issues, and risks affecting deliverables, and take corrective action where needed.
• Coordinate the implementation of plans and initiatives in your area of responsibility.
• Prepare records of project activities and ensure timely processing and delivery of required materials.
• Apply PMO methodologies for projects, ensuring inputs and deliverables are on time and meet standards.
• Develop short-term delivery plans and schedule activities to meet agreed standards and objectives.
• Build and maintain relationships with clients and internal/external stakeholders to promote integrated service delivery.
• Coordinate and assist with project implementation, ensuring all documentation is delivered within the project scope.
• Assist with detailed project plans, schedules, and budgets.
• Ensure all project information is saved correctly in the electronic project management repository according to Project Management Methodology.
• Execute process and procedural changes, implement them, and provide guidelines and support for new requirements.
• Use practical knowledge and judgment to consider policy implications and make decisions.
• Apply relevant legislation, policies, procedures, and SOPs in your work outputs.
• Gather information and provide reports with recommendations in your area of specialization.
• Apply knowledge of methods, systems, and procedures to identify trends and risks.
• Communicate interpretations and judgments on work outputs and queries in your specialization.
• Plan and schedule your activities to improve quality and service delivery continuously.
• Organize and coordinate planning workshops, reviews, governance meetings, and maintain the master planning calendar.
• Provide logistics for planning meetings, including minute-taking, action tracking, and follow-up support.
• Capture, verify, and manage planning data in templates and tools, ensuring version control and an auditable repository.
• Prepare draft reports, timelines, summaries, and planning packs, and maintain standardized planning templates.
• Assist project teams and managers with planning outputs, communicate requirements and deadlines, and handle first-line support for planning queries.
• Maintain and update planning libraries, repositories, and document stores for accuracy and accessibility.

Governance

• Comply with governance and compliance procedures in your area of specialization, and identify and escalate risks continuously.
• Ensure all planning-related documentation and updates meet governance quality standards, and support preparation and follow-up for governance meetings.

People

• Develop and maintain productive working relationships with peers and team members to achieve objectives.

Finance

• Adhere to organizational policies and procedures to ensure cost-effectiveness and reduce financial costs.
• Support alignment between planning timelines and financial cycles by providing updated planning documents to Finance when needed.

Client

• Participate in relevant customer and stakeholder forums.
• Understand and adhere to customer service delivery standards, providing specialist support to meet or exceed expectations.
• Contribute to a culture of service excellence that builds positive relationships and allows for feedback.
• Support business stakeholders with planning documentation, ensuring their inputs are reflected in enterprise planning processes.

Behavioural Competencies

• Fairness and Transparency
• Analytical Thinking
• Accountability
• Conceptual Ability
• Honesty and Integrity
• Trust
• Respect
• Problem Solving and Analysis
• Stakeholder Engagement and Management
• Attention to Detail
• Commitment to Continuous Learning
• Organisational Awareness
• Building Sustainability

Technical Competencies

• Functional Policies and Procedures
• Reporting
• Business Knowledge
• Efficiency Improvement
• Written Communication
• Verbal Communication
• Programme / Project Administration Skills – with emphasis on planning, sequencing, and integration
• Conflict Resolution