Responsibilities
- Financial Administration
- Assist in Managing programme budget and costs by updating the programme budget and execute monthly cost and projection reporting
- Coordinate PPO time capturing by ensuring that all relevant resources has booked their monthly time on PPO before month-end closure
- Manage account payments for various vendors
- Create and manage Purchase Orders for all contractors on the programme
- Resolve budget queries and report to Programme Manager
- Project Coordination / Support
- Support to programme manager and project team including managing PM diary and assisting with queries from large project team
- Project maintenance and updates on PPO and SharePoint and logging of issues, dependencies and risks for reporting and managing purposes on PPO
- Run stand-up meetings and communicate and follow up on actions and provide regular feedback to Manager e.g. daily stand-ups, Kanban Boards or Planner updates etc
- Manage a small work stream within the Programme and report on progress to workstream leads, and Programme Manager
- Quality Minute-taking and distribution within 48 hrs (2 days)
Interpretation and update of Project Plans and progress updates on PPO, MS Project or Planner apps from the different project streams
- Accurate reporting according to standards (weekly dashboard and monthly progress reports)
- Maintain Programme data on PPO and SharePoint
- Update of demand/supply for the programme on PPO
- Hardware/Software orders on SRS system = 5 working day SLA
- Coordinate issues, dependencies and risks across sub-projects
- Formalise Change Management process
- Ensure proper project completion according to administrative guidelines
- Update PSAMC document and follow up on deliverables
- Coordinates project progress reporting using project management methodology
- Monitoring project implementation dates and follow-up with stakeholders
- Arrange meetings, venues, catering, equipment set up and removal (mostly virtual)
- Diary management: schedule and acceptance of meetings and project specific mail administration
- Keep birthday, telephone or any other registers updated as required by the project
- Create positive influence on morale of project team
- Implementation
- Ensures the procurement of services for the project
- Coordinates the workload of the resources
- Ensure the deliverables are tracked and that progress is reported
- Facilitates the development of project plans
- Facilitates the operations of the various Steering Committees
- Governance
- Follow PMO processes
- Coordinate execution of the Programme in accordance with the methodology, governance and standards
- Completion of templates within guidelines
- Follow / use standards /processes / templates / filing / archiving guidelines as indicated on SharePoint
