Project Administrator

To provide project administrative support in the coordination and execution of projects for the IT change and Project Management Office. Administer Projects- Prepare the agenda for project meetings and distribute to all stakeholders prior to the meeting- Take minutes at project meetings and distribute to stakeholders - Follow up on action items identified as per each meeting held- Check that all review milestones and/or deliverables have auditable, completed items and ensure all critical project documents are filed as per the PPO lifecycle- Update project tasks on the Project Portfolio Office (PPO - project system)- Provide support to Project Coordinators on other projects to update tasks on the project system- Prepare requisitions for submission to the Project Manager for approval- Reconcile invoices for projects- Track invoices and follow up on outstanding payments- Compile dashboards and flash reports for all levels of the organisation and submit for approval- Prepare project status updates to the Executive team and other Committees as per the pre-defines schedule provided - Arrange equipment i.e. laptops, email addresses, software, parking and building access for new PMO staff and vendors onboarding to assist with projects - Timeous logging of system faults- Timeous notification and resolution of project issues escalated to Project ManagersCoordinate and Facilitate Projects- Support the Project Managers in the coordination of project resources for scheduling purposes- Update the PPO system in the management of issue logs, decision logs and risk logs in support of Project Managers- Set up project meetings internally and with external vendors and secure the appropriate meeting room- Liaise with Facilities in the arrangement of the meeting room and the required refreshments- Provide support to other project teams:- Updating of project system- Scheduling of project meetings, etc.- Log system issues and liaise with the system provider to address system issues- Liaise with external vendors to coordinate times and dates available - Assist PMO managers in monitoring project deliverable deadline statusesMaintain Project Documentation- Assist in compiling and maintain mandatory project documentation in order to ensure project compliance in terms of Programme Management Offices standards and procedures- Collate and manage project information and reports, to ensure that relevant stakeholders are adequately informed on project status- Update and maintain project schedules- Maintain a project repository, to ensure that project information is accessible to all stakeholders