RFX 4915990-2 - Programme Administrator Services

Objective of this Scope of Work

The main purpose of this position is to perform general programme administrative support functions to ensure the smooth running of projects within the Business Solution Technology (BSTD) of the company. The programme administrator will function under the guidance and supervision of the Project Manager and Programme Manager. The request for a programme administrator was tabled and approved in the Core Banking Programme Steerco held on 20 November 2023. Prefer to refer to the organograms closed in section 12.

Scope of Services Definition

The scope will include but will not be limited to:

The scope will involve the overall support to the BSTD in planning, and managing projects, budgets, and resources to ensure the successful delivery of projects.

Minimum qualification Required :

• a minimum of two to five years' experience in a project environment; and
• solid knowledge of the project management discipline with an emphasis on project administration.
• Project/ programme administration experience.

The following will be an added advantage:

• a Higher Certificate (NQF 5) in Project Administration/Management.
• Previous experience in project administration of large projects that are strategically aligned to the Business.
• Previous experience in engaging and managing cross-departmental projects.
• Previous experience in managing banking projects or related.

Competencies :

• analysing and problem-solving;
• learning focus;
• drive for results;
• teamwork;
• verbal and written communication.
• flexibility; and
• service and stakeholder focus.

Key deliverables :

• Assist with compiling and maintaining mandatory project documentation (e.g. information relating to the project charter, business case, project plan, and change request) to ensure project compliance in terms of Programme Management Office (PMO) standards and procedures.
• Collate and manage project information and reports to ensure that relevant stakeholders are adequately informed of the project status.
• Liaise with various stakeholders (internal and external) throughout the project life cycle to maintain effective communication on all matters relating to the project.
• Update and maintain the project schedule, highlighting deviations to ensure that project timelines are adhered to, and allowing for planning adjustments.
• Maintain a project repository to ensure that project information is accessible to all stakeholders and available for audit purposes.
• Schedule meetings, consolidate information for meetings, maintain and disseminate minutes, and ensure that actions are followed up as per the minutes.
• Record, update and maintain lessons learnt, risks, issues and action logs to allow the management of project risks by the project manager.
• Contain and follow up on project activities in the absence of the project manager to ensure project continuity.
• Maintain audit trail of all project expenditures, processed invoices for payment and reconciled project budget on a monthly basis. This includes liaising with vendors and the departments financial management section to ensure the timely payment of invoices.
• Assist the project manager with the preparation of project/programme reports.
• Conduct resource onboarding in terms of vetting, logistics, project documentation, templates to be used, Standard Operating Procedures and use of SharePoint site;
• Assist project team in travel and accommodation arrangements;