Vacancy Details
Employer: Unique Personnel
Overall Purpose Of The Position
To provide essential administrative support to project managers and project teams, ensuring the efficient coordination of tasks, timely communication, and the smooth execution of project-related activities.
Ultimately contribute to the successful completion of projects within specified timelines and objectives.
Performance Deliverables
Documentation Management
Create, organize, and maintain project documentation, including project plans, schedules, and status reports.
Ensure documentation complies with organizational standards and is accessible to relevant team members.
Communication Support
Facilitate communication within project teams and with stakeholders.
Assist in drafting and disseminating project-related communications, updates, and announcements.
Meeting Coordination
Schedule and coordinate project meetings, ensuring availability of necessary participants.
Prepare meeting agendas, take minutes, and distribute meeting summaries.
Task Tracking and Follow-up
Track project tasks and milestones to ensure timely completion.
Follow up with team members on task progress and deadlines.
Budget Tracking
Collaborate with finance and project managers to track project budgets.
Monitor expenses and ensure compliance with budgetary constraints.
Resource Coordination
Assist in resource allocation and coordination.
Work with project managers to ensure team members have the necessary tools and support.
Project Reporting
Generate and distribute regular project status reports.
Compile data and key performance indicators for project performance analysis.
Risk and Issue Management Support
Assist in identifying and documenting project risks and issues.
Support the implementation of risk mitigation and issue resolution plans.
Quality Assurance
Review project deliverables for quality and adherence to project standards.
Support the implementation of quality assurance processes.
Stakeholder Management
Assist in maintaining positive relationships with stakeholders.
Coordinate stakeholder communication and feedback.
Learning and Development
Stay informed about project management best practices and tools.
Participate in relevant training and development opportunities.
Confidentiality and Ethics
Maintain confidentiality of sensitive project information.
Adhere to ethical standards in all aspects of project administration.
General
All reasonable additional tasks within your field of expertise as instructed by Management shall be executed. Non-productivity shall not be accommodated at any point of time. Tasks related to external (paying) clients always take preference.
To provide essential administrative support to project managers and project teams, ensuring the efficient coordination of tasks, timely communication, and the smooth execution of project-related activities.
Ultimately contribute to the successful completion of projects within specified timelines and objectives.
Performance Deliverables
Documentation Management
Create, organize, and maintain project documentation, including project plans, schedules, and status reports.
Ensure documentation complies with organizational standards and is accessible to relevant team members.
Communication Support
Facilitate communication within project teams and with stakeholders.
Assist in drafting and disseminating project-related communications, updates, and announcements.
Meeting Coordination
Schedule and coordinate project meetings, ensuring availability of necessary participants.
Prepare meeting agendas, take minutes, and distribute meeting summaries.
Task Tracking and Follow-up
Track project tasks and milestones to ensure timely completion.
Follow up with team members on task progress and deadlines.
Budget Tracking
Collaborate with finance and project managers to track project budgets.
Monitor expenses and ensure compliance with budgetary constraints.
Resource Coordination
Assist in resource allocation and coordination.
Work with project managers to ensure team members have the necessary tools and support.
Project Reporting
Generate and distribute regular project status reports.
Compile data and key performance indicators for project performance analysis.
Risk and Issue Management Support
Assist in identifying and documenting project risks and issues.
Support the implementation of risk mitigation and issue resolution plans.
Quality Assurance
Review project deliverables for quality and adherence to project standards.
Support the implementation of quality assurance processes.
Stakeholder Management
Assist in maintaining positive relationships with stakeholders.
Coordinate stakeholder communication and feedback.
Learning and Development
Stay informed about project management best practices and tools.
Participate in relevant training and development opportunities.
Confidentiality and Ethics
Maintain confidentiality of sensitive project information.
Adhere to ethical standards in all aspects of project administration.
General
All reasonable additional tasks within your field of expertise as instructed by Management shall be executed. Non-productivity shall not be accommodated at any point of time. Tasks related to external (paying) clients always take preference.
Candidate Requirements
Minimum Entry-Level Qualifications:High School Diploma or equivalent.
Bachelor’s Degree in Project Management, Engineering, Business Administration or a related field
Project Management or Business Administration Certification (alternative to degree)
Previous work experience as a Project Administrator, Project Coordinator or a similar role is an advantage.
Essential Entry-Level Knowledge:
Understanding of Project Management Basics: Familiarity with fundamental project management concepts, methodologies, and terminology.
Basic Knowledge of Project Documentation: including project plans, schedules, and status reports.
Time Management Principles: To assist in organizing and prioritizing tasks.
Effective verbal and written Communication Skills: To facilitate clear and concise interactions with team members and stakeholders.
Computer Literacy: Proficiency in using basic office software such as Microsoft Office (Word, Excel, PowerPoint) and project management tools.
Attention to Detail: To ensure accurate recording and tracking of project-related information.
Organizational Skills: Ability to organize and maintain project-related documentation and information in an accessible manner.
Collaboration and Teamwork: Willingness to work collaboratively with project managers, team members, and other stakeholders to support project goals.
Basic Problem-Solving Skills: To address routine challenges that may arise during project administration.
Adaptability: Readiness to adapt to changing project requirements and timelines, demonstrating flexibility in managing tasks.
Customer Service Basics: Role may involve interactions with clients or stakeholders, requiring basic customer service principles.
Ethical Standards: Understanding and adherence to ethical standards in project management and professional conduct.
Continuous Learning: Willingness to continuously learn and stay informed about evolving project management practices and tools.
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