GIBB is a multi-award-winning partner of choice for the private sector, state-owned enterprises, and governments. We have the proven experience, talent, and expertise to respond to the numerous infrastructure demands and needs of the continent. The Transportation Sector is busy with a number of large and exciting projects and is looking for talented individuals. If you would like to make a difference in people's lives and become an expert in your field, please apply for the challenging roles we have available.
This Sector is looking for a talented professional to complement their team, in the form of a Project Administrator.
We welcome your application if you meet the requirements listed below for this position.
The responsibilities and requirements are assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previous two positions.
Purpose:
Provide project office management assistant functions to PM and PE. Responsible for general project admin, financial administration, and administration of the quality management system. To provide administrative support to the project team. To coordinate project administration office key tasks and support the team covering project document control including templates and documentation quality assurance, financial administration including invoicing, correspondence register, procurement and contract administration registers including sub-consultants, co-consultants, and ESD partners, resources schedules, project reporting, and performance monitoring data.
DOCUMENTATION MANAGEMENT AND CONTROL
Establishing and managing the project electronic management system
Management and processing of incoming and outgoing documents
Managing the distribution and control of project documentation
Managing the delivery and acceptance of project documentation/deliverables
Archiving project documentation
Maintaining the JV and Project communication plan
COORDINATION OF DOCUMENTS COMPILATION
Collation of inputs from various authors into master document
Assist project team with document quality assurance review and editing
Management of version control
Acting as a point of reference on the use of the project administration Quality Management System
Assist in the development of a project administration quality plan
PUBLISHING OF DOCUMENTS:
Combining report components prepared in various packages (e.g. Word, Excel, CAD, etc.) into a single Adobe document.
Creation of bookmarks and links in Adobe version of reports
Pagination and publishing reports using Adobe.
Arranging for transmittal and distribution of documents
RESOURCE SCHEDULE
Updating resource schedules
Preparation and updating of plans (JV plans)
Checking planned vs actual utilization of resources
Capturing of submitted timesheets and verification against planned effort
PROCUREMENT AND CONTRACT DOCUMENTATION ADMINISTRATION
Accessing procurement and contracting documentation templates
Executing/processing sub-consultants administration
Maintain Procurement and Contract administration registers
Keeping and Maintaining Contractual documentation (All project contractual documentation)
PROJECT FINANCE ADMINISTRATION
Arranging for the production and distribution of project financial information
Preparing/processing reimbursing expenses
Preparing/processing invoicing of the Client, JV partners, and Sub-consultants
Assisting in the development of financial reviews
Assist in the review and development of project proposals, variation orders, and claims.
Monitor and report on project and JV budgets/approved vs actual expenditure
TEAM
Administration of job descriptions
Assist in the preparation of project plans and claims.
Accessing and updating project reports
Qualifications:
Proficient in MS Office Suite (Word, Excel, Outlook, and PowerPoint)
Competent in the use of Adobe Professional
National Diploma in Office/Business Administration – Management or Relevant Certificates
Diploma in Project Management - added advantage
Experience:
5 - 8 Years' experience in construction multidisciplinary project office administration with proven track record in:
Document management and Records Keeping
Contract administration
Project financial administration
Knowledge of ISO 9001
PM software experience - added advantage
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