Job Advert Summary
The Project Coordinator is responsible for administering and organising all types of projects, from simple activities to more complex plans. The Project Coordinator manages the administrative tasks, such as documents and information distribution, report collation and communication support. Project Coordinator's responsibilities include working closely with the Project Management team to achieve project goals and objectives as well as maintaining project documentation.
Other responsibilities include:
Be the liaison between the project team and project clients throughout the project life cycle.
Prepare and distribute project reports and update briefs.
Develop and manage resourcing plans and project budgets.
Drive project deadlines and deliverables according to specified timelines.
Ensure that any risks to key milestones are captured and flagged accordingly.
Create and edit project presentations and documentation.
Ensure document version control and records management.
Key Performance Areas
1. Project Coordination
Manage the daily tasks required to keep the project running smoothly.
Manage the deadlines and ensure that the project managers are aware of such.
Coordinate the Project Portfolio meetings.
Ensure the schedule, budget, and details of a given task are well organized.
Oversee projects to ensure timely and effective project development and completion.
Collaborate with program managers in developing training programs and managing databases.
Coordinate project schedules, resources, equipment, and information.
Drive project deadlines and deliverables according to specified timelines.
Ensure that any risks to key milestones are captured and flagged accordingly.
Work with the Project Manager to eliminate blockers.
Perform other tasks, as requested by line-manager, in line with the role.
Ensure that clients' needs are met as the projects evolve.
2. Project Administration Management
Create and maintain comprehensive project documentation, plans, and reports.
Ensure standards and requirements are met through conducting quality assurance tests.
Create and manage project database and/or SharePoint.
Provide secretariat service to the Project Portfolio Committee - compile and timeously distribute minutes, capture follow-up items, distribute information to relevant team members, and facilitate resolution of issues within a project.
Prepare and distribute correct project version reports and update briefs.
Create and edit project presentations and documentation.
3. Project Communication Management
Communicate project requirements to stakeholders.
Manage Project communication plans and regular project meetings for progress updates.
Participate in the Project Steering committee to provide progress on the change the bank programme.
Identifying what information needs to be communicated and to whom, in order to ensure that the right people get the right information at the right time.
Manage the cross-functional team that includes business analysts, developers, architects, etc.
Provide comprehensive monitoring and controlling the costs related to projects.
Ensure that clients' needs are met as projects evolve.
4. Project Control Management
Record any changes made and approved in the project.
Ensure that changes are incorporated in the right documents (e.g., Project Management Plan).
Communicate approved changes to stakeholders.
5. Project Document and Financial Management
Assist Project Managers to prepare budgets.
Analyze and reconcile monthly financial reports, forecast budgeting and financial planning, and manage project budgets.
Compile and manage project expenditure report.
Oversee project procurement management.
Assist with the management of consultants/service providers/vendors.
Maintain all related project documentation including toolkits.
Register and assign project numbers on the project system.
Preferred Minimum Education and Experience
Bachelor Degree or Diploma in Project Management.
5 – 8 years demonstrated experience in project management in a multi-discipline environment.
5-8 years banking and/or Public Sector/financial services environment.
Exposure to Procurement Processes/Contract Management, Project Coordination/Administration and reporting.
Critical Competencies
Project Coordination.
Document Management.
Administration Management.
Financial Management Principles.
Advanced Microsoft Office.
Reporting.
Business Acumen.
Additional Requirements
Knowledge/Experience of Recruitment Tools.
Knowledge of PFMA.
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