Coordinator: Projects (X2) Jobs

Job Purpose

This role supports senior project managers and portfolio managers by carrying out tasks according to project plans. Key duties include organizing and keeping project documents in order, handling administrative communications, and following Public Finance Management Act (PFMA) procedures for project budgets and spending. The goal is to meet customer expectations. The role also requires following Treasury Regulations and complying with relevant built environment laws to manage all financial and legal obligations in projects properly.

Education and Experience

Minimum Qualification and Experience Required

• National Diploma or Advanced Certificate (NQF 6) in Management, Administration, or Project Management, plus 2 to 3 years of experience in a project management setting, including 1 to 2 years at the knowledge worker level.

Alternative

• Senior Certificate (NQF 4) and 5 years of experience in administration or coordination in a project management environment, including 1 to 2 years at the knowledge worker level.

Job Outputs

Process

• Verify correspondence and information from external and internal sources and ensure it gets the needed attention.
• Monitor and report on progress, issues, and risks that affect deliverables, and take corrective action when 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 project management office (PMO) methodologies to ensure inputs and deliverables are on time and meet standards.
• Develop a short-term delivery plan and schedule unit activities to meet agreed standards and objectives.
• Build and maintain relationships with clients and internal and external stakeholders to promote integrated service delivery.
• Coordinate and assist with project implementation, ensuring all documentation is delivered within the project scope.
• Help create detailed project plans, schedules, and budgets.
• Save all project information correctly in the electronic project management repository, following 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 standard operating procedures (SOPs) in your work.
• Gather information and provide reports with recommendations in your area of expertise.
• Use applied knowledge to identify trends and potential risks in methods, systems, and procedures.
• Communicate interpretations and judgments on work outputs and queries in your area of expertise.
• Plan and schedule your activities to improve quality and service delivery continuously.
• Perform all administrative tasks in line with enterprise project management office (EPMO) methodology and relevant policies to maintain compliance throughout the project.
• Review processes regularly to ensure they align with standards and address any deviations quickly.
• Assist project managers with finance and procurement processes through organizational systems.
• Provide ad hoc support as needed by line management.

Governance

• Follow set governance and compliance procedures in your area of expertise and identify and escalate risks continuously.

People

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

Finance

• Follow organizational policies and procedures to ensure cost-effectiveness and reduce financial costs.

Client

• Participate in relevant customer or stakeholder forums.
• Understand and follow customer service delivery standards and provide specialist support to meet or exceed expectations.
• Contribute to a culture of service excellence that builds positive relationships and allows for feedback and exceptional service.

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
• Project Administration Skills
• Project Financial Control and Reporting
• Conflict Resolution
• Good Coordination