JOB PROFILE. Project Administrator: Skills Development and Training. Skills, Development and Training

Transcription

1 1. POSITION DETAIL CURRENT JOB TITLE Project Administrator: Skills Development and Training JOB GRADE B5 PROPOSED JOB TITLE JOB CODE DEPARTMENT Skills, Development and Training DATE REVIEWED LOCATION EMPLOYMENT STATUS Rosslyn Permanent PURPOSE STATEMENT Providing general and administrative project support to ensure the smooth running of a project. POSITION IN THE ORGANISATION 2ND LINE MANAGER (2 ND LEVEL) Department Manager: Skills, Development and Training 1 ST LINE MANAGER (1 ST LEVEL) Project Manager: Skills, Development and Training POSITION Project Administrator: Skills, Development and Training SUBORDINATE (1 ST LEVEL) SUBORDINATE (2 ND LEVEL) SUBORDINATE POSITIONS Please provide job titles of subordinates and total number of employees per job title (organogram can be inserted)

2 2. POSITION DESCRIPTION MAIN OUTPUTS AND RESPONSIBILITIES FOR THIS POSITION (Please provide a short description under each heading/output) TIME SPENT 1. Project Tracking and Filing Track and file Project documentation Support project manager with project compliance Maintain proof of evidence for projects 2. Consolidation of submissions Prepare submissions to M&E for: Project review reports Project Plans Close out reports Project Scorecards 3. Project Meetings Support Schedules, prepares agendas, prepare invitations, distribute invitation, determine who will attend Secure appropriate venue Arrange for refreshments where appropriate Take and preparation of minutes Distribute and follow-up 4. Procurement Requisitions Raise Purchase Requisition Follow-up with procurement for the rest of the process Confirm delivery of service Receive invoice and submit to finance Follow-up where necessary Communicate with project manager and or supplier where necessary 5. Departmental Support 6. Student Support Prepare project reports Prepare presentations on projects Events planning and implementation Coordinate diaries of project managers Provide input to reports on on-going projects Assists with recruitment and selection processes Prepare Contracts against standard template by PM Instruction Manage student documentation and process student timesheets and leave, and submit to the Project Manager for approval Submit approved timesheets to payroll for processing 15% 10% 5% 5% 15% 45%

3 MAIN OUTPUTS AND RESPONSIBILITIES FOR THIS POSITION (Please provide a short description under each heading/output) Attend to student queries and concerns Prepare applications for learnerships and apprenticeships Loading of unit standard of Learnership with relevant SETA Monitor and follow-up on certificates TIME SPENT TOTAL 100 % 3. JOB EVALUATION CRITERIA A) KNOWLEDGE AND SKILLS FORMAL EDUCATION TECHNICAL/ LEGAL CERTIFICATION Grade 12 Administration Certificate Project Management Certification EXPERIENCE 1-2 years in a similar environment

4 4. COMPETENCIES COMPETENCIES KNOWLEDGE SKILLS ATTRIBUTES Basic Project Management Computer Literacy Tact Policies and Procedures Communication Innovation SETA s processes Problem solving Time Management Basic Accounting Presentation Skills Attention to detail Skills development legislation Inter personal Honesty Project Administration Written communication skills Ability to work under pressure Project Risk Awareness Conflict Handling Integrity Excel Resilient Administrative Project Documentation 5. OTHER SPECIAL REQUIREMENTS None

5 B) DECISION MAKING What are the most regular and complex challenges in the job? Please provide a couple of examples of regular problems that need to be resolved and not ad hoc scenarios or cases. Also indicate how these problems or challenges will be resolved. Getting student time sheet information from companies Poor communication and interaction between Project Managers and administrators Supervisory accountability versus project accountability Please name the resources utilised by the jobholder to solve problems or make decisions, e.g. the internet, manuals, policies, procedures, external resources, etc. the internet, manuals, policies, procedures, internal and external resources Please provide the typical planning cycle of the job macro as well as micro planning, e.g. macro 3 5 years and micro 1 year. Also provide examples to elaborate on the answer. Micro - Daily, Weekly, Monthly How long will it normally take before the impact of the judgement calls made by the jobholder will be felt in the business? Immediate What type of practices, procedures, policies, systems or outputs does the jobholder influence or change in his/her role as a Professional/Technical consultant or specialist operational, tactical or strategic? Please apply the 60/40 rule and provide examples to elaborate on the answer. Operational suggestions

6 C) ACCOUNTABILITY What type of decisions can the jobholder take within his/her area of accountability and what type of decisions will typically be referred to the direct manager for sign off? Please provide a couple of examples of regular decisions/problem solving or judgement calls and not ad hoc scenarios or cases. Jobholder accountability No DoA Referral to Line Manager for approval Refer D) COMMUNICATION Please provide examples on the context, range and complexity of subject matters being communicated by the jobholder as well as the context, format and process of communication used to reach the target audience. Please refer to both verbal and written communication. (Concentrate on issues that make the communication process complex, e.g. communicating information to an audience that is not familiar with the concepts and technology, communicating to an audience that has their own opinions and the subject matter is of such a nature that no single interpretation can definitely be shown to be correct and the jobholder has to persuade the audience under these circumstances of what he/she thinks the best practice is, etc.) Verbal networking, engagement with staff, stakeholder engagement, and the like Written presentations, reporting, , network correspondence

7 APPROVED BY 2 ND LEVEL LINE MANAGER Signature: Date: APPROVED BY 1 ST LEVEL LINE MANGER Signature: Date: CONFIRMED BY HR EXECUTIVE Signature: Date: