Project Administration

MANCOSA is a registered, private tertiary institute committed to the provision of affordable, accessible, and accredited management programmes - both undergraduate and postgraduate qualifications - throughout Africa and the globe. A proud member of the Honoris United Universities network, the first and largest pan-African private higher education network, committed to transforming lives through relevant education for lifetime success.Primary Responsibilities Functional Project Documentation Management: Develop and maintain comprehensive project documentation including project charters, timelines, budgets, resource allocation plans, risk registers, and communication plans. Ensure all documents are accurate, up-to-date, and readily accessible to stakeholders. Meeting Facilitation and Communication: Schedule and coordinate project meetings with internal and external stakeholders, ensuring all relevant parties are informed and aligned. Facilitate productive meetings by creating agendas, capturing action items, and following up on decisions made. Maintain clear and consistent communication with stakeholders through various channels (e.g., email, project management tools, meetings). Risk Management: Proactively identify potential risks throughout the project lifecycle. Develop and implement mitigation strategies to minimize risk impact. Monitor and track identified risks, keeping stakeholders informed of any changes. Administrative Support: Project Reporting and Presentations: Prepare comprehensive project reports that provide key insights into project progress, budget status, and potential challenges. Develop clear and concise presentations summarizing project information for stakeholders. Budget Management: Develop and monitor project budgets, tracking expenses and identifying any variances. Prepare and present budget reports to the Project Manager and other stakeholders. Implement cost-saving strategies to ensure project remains within budget. Vendor Management: Manage relationships with internal and external vendors, ensuring timely delivery of services and goods. Negotiate contracts and service level agreements (SLAs). Monitor vendor performance and address any issues promptly. Technical Support: User Acceptance Testing (UAT) Support Develop and execute UAT test plans to ensure new systems or functionalities meet user requirements. Assist project team and end users during UAT to identify and resolve defects. Knowledge Base and Documentation Management: Maintain a centralized knowledge base with project-related information, procedures, and best practices. Update project documentation as needed to reflect changes and progress. Process Escalate issues and involve seniors wherever required to escalate and resolve issues as quickly as possible. Adhere to company protocol as laid out in the Company Handbook. Ensuring that all Enabling Solutions policies and procedures are being adhered to. MIS Make sure all the defined reports with details have been delivered as required. Make sure all the Defined Daily / Weekly /monthly reports have been delivered in a timely manner. Key Result Areas Project establishment support Project governance administration Provide secretarial and administrative support to project meetings and workshops. Administer the Project Tracking System Academic qualifications: ICT/ Related Qualification + Prince2/PMBOK Foundational Experience: 3 - 6 Years