Website GIBB Engineering and Architecture
GIBB is a leading multi-disciplinary engineering consulting firm based in South Africa with 67% Black ownership. The firm has a strong African orientation with a wide geographical footprint on the continent. The firm has been operating since 1956 and has proven capabilities in deliverin… read moreg world-class projects of any magnitude. GIBB prides itself on delivering high quality projects underpinned by an independently certified ISO 9001 quality system since 1999. GIBB recognises and appreciates the potential offered by the African continent. Accordingly, GIBB has, over the years, developed an in-depth understanding of the challenges of developing infrastructure in Africa. This has contributed to the firm’s position as the partner of choice for the private sector, state owned enterprises (SOEs) and governments who seek knowledgeable people, with proven experience and the expertise to respond to the numerous infrastructure demands and needs of the continent. Our Experience GIBB has executed various and complex projects across various sectors and engineering disciplines across many African countries. The firm remains committed to achieving excellence in every project, and is proud to be the firm of choice for the continent’s greatest engineers, who are leading experts in their fields. GIBB’s technical expertise is enhanced through our relationships with various global partners. GIBB is conscious of the environment in which it operates in and continuously seeks ways to offer sustainable solutions on its projects. The winning combination of top-talent, in-depth industry knowledge, well-earned reputation for excellence and commitment to timeous, within budget delivery ensures that the client is guaranteed ultimate success of every project. Woodmead North Office Park 54 Maxwell Drive Woodmead 2191
Key Performance Areas
Administrative Support
Handling incoming and outgoing mail;
Office upkeep;
Serving as the first point of contact for visitors;
Managing office supplies;
Maintaining filing systems (both physical and digital);
Coordinating staff leave records, personnel files, and other important information; and
Capturing of submitted timesheets, leave application forms and verification against planned effort.
Performing data entry.
Documentation Management and Control
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, PowerPoint, etc.) into 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.
Related tasks.
Meetings and Appointments
Scheduling meetings and other appointments;
Preparing agendas;
Preparing minutes of meetings.
Resource Schedule
Updating resource schedules.
Preparation and updating of plans (JV plans)
Checking planned vs actual utilisation of resources.
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 reporting on project and JV budgets / approved vs actual expenditure.
Team Support
Administration of job descriptions.
Assist in the preparation of project plans and claims.
Accessing and updating project reports.
Requirements
Job Requirements
Qualification:
Grade 12 with a Diploma in Office Administration advantageous.
Experience:
Minimum of 5 years’ experience administration/secretarial/PA experience.
Minimum of 5 years’ experience working on construction projects sites.
MS Office suite Word, Excel, Outlook, PowerPoint.
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