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PROJECT ADMINISTRATOR - 366196
Transport / Logistics / Warehousing / Storage / Distribution
Wage / Salary:
R - Market Related - P/M (Per Month)
Duties & Responsibilities
Provide secretarial and administrative support to the Executive Manager: Transportation-KZN and others in the Transportation business unit when required.
Facilitate travel arrangements (booking of flights, hotels, cars etc.) for KZN Transportation and KZN Management Services.
Arrange client project meetings.
Coordinate with internal and external clients on a broad variety of issues.
Liaise with other offices regarding certain administrative related issues.
Capture expense claims on Proman for KZN Transportation.
Ensure that KZN employee’s CPD activities are updated on ECSA, SACPCMP and PMI portals.
Keep record of training attended as well as individual training and cycle points/credits required.
Renew registrations when necessary.
Provide support for tender submission preparation and tender tracker maintenance.
Maintain Traffic Impact Assessment/Site Traffic Assessment master project schedules.
Ensure that new suppliers complete the supplier application form as well as provide relevant documentation for registration on Proman.
Contact Suppliers for B-BBEE Certificates to ensure that valid certificates are always on file.
Assist with the preparation of panel and supplier database applications.
Assist with maintaining stock of certified documentation.
Maintain and update client master list.
Open, close and archive project and management files.
Control the movement of site and survey equipment held in the archives.
Documentation management – archiving, collating, copying, binding, printing, scanning.
Take minutes, ensure that its checked and distribute as required.
Format, edit and type letters, reports, etc. from rough draft, transcription, dictated notes, etc.
Prepare and keep project quality assurance files up-to-date.
Switchboard and reception relief as and when required.
Project and general filing for KZN Transportation business unit; electronic filing of incoming and outgoing documents.
Assist staff with booking of training events.
Submit training forms to Corporate HR Once approved together with course content, and upon completion of training together with the certificate, proof of payment and invoice.
Forward all communication (email and telephonic) from training service providers, recruitment agencies and applicants to the Manager: Human Resources and HR administrator.
Submit completed corporate travel applications to Manager: Human Resources timeously.
Source and purchase books/manuals as and when required.
Follow up on books that have been taken out and ensure all new books purchased are given a number and captured in the library directory.
Ensure that QMS forms are completed per stage per project and ensure follow-up.
Follow up on as-built and close out reports / QMS forms for KZN region.
Desired Experience & Qualification
NQF Level 6 – NDip: Business Administration / equivalent or relevant work experience.
Minimum of 5 years’ secretarial / admin experience, preferably in a consulting environment.
Formal training in Advanced MS Word and Intermediate MS Excel.
Preferably having held a position as secretary or administrator providing support at a senior management level.
Project and general administration skills.
Proficient in the MS Office suite and MS Projects.
Knowledge of Proman is advantageous.
Ability to compose letters and/ or memoranda, securing information from a variety of sources and exercise judgment in the selection of items to be included.
Ability to screen letters, memos, reports and other materials to determine action required.
Proven ability to work under pressure, multi-task and meet deadlines.
Knowledge of filing, archiving and library maintenance systems.
Excellent interpersonal skills with the ability to work with diverse individuals.
Experience in taking and producing accurate minutes.
Proficient in English (written and verbal).
Accuracy and attention to detail.
Understanding of ECSA CPD and experience in using the CPD portal is advantageous.
Highly organised and pro-active.
Ability to work independently and in a team.
Ability to work overtime when required.