Job Advert Summary
The ISD Programme Administrator is responsible for providing portfolio related administrative services that support the Portfolio Manager and Unit Coordinator in the day-to-day execution of the project, procurement processes, monitoring of project funds availability and reporting, including project steering committee meetings and meetings with DSTI partners.
Fixed Term Contract Term: Two (2) years
Minimum Requirements
Qualifications
National Diploma in Administration, Project Management, Public Administration, or a related field. NQF 6.
Bachelor’s degree in science, Project Management, Innovation Studies, Economics, Public or Business Administration; certification in project administration tools (e.g., MS Project, Asana, Trello) will be added advantage.
Experience
Two years’ experience in project administration, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the project management.
Experience in organisation of public events and meetings.
3+ years’ experience in project administration within the innovation for service delivery or government sectors, with exposure to budget tracking, SCM processes, and compliance reporting will be added advantage
Knowledge and Skills
PFMA
Administrative Best Practice Frameworks and Models
Stakeholder Engagement and Support
Customer Care
Duties and Responsibilities
Administration
Maintain updated ISD project records, databases, and filing systems.
Coordinate all relevant ISD project, programme and portfolio meetings, agendas, minutes, and follow-ups.
Track progress against ISD project timelines and milestones; escalating any risks or gaps when required.
Contribute towards the creation of project schedules and action steps with set timeframes and goals for all parties involved.
Financial Perspective
Provide administrative assistance in the implementation of project financial resource management, Human Resources Management, efficient procurement, and logistical services in line with policies and procedures.
Monitor and track all project related activities including the ROI of specific initiatives.
Monitor and support innovation budgets and the timeous disbursement of related funding to ensure optimal operation of investments.
Continually track spending according to approved budgets and report any financial risks in line with policies and procedures.
Contain costs while maintaining high levels of impact and performance and develop best practices to achieve the larger Operational financial goals.
Flag potential budget risks or variances.
Internal Processes
Provide the required administrative support in organizing/conducting relevant ISD project activities.
Draft minutes of Project Steering Committee and other project-related meetings.
Conducting administrative follow-up as needed for all activities.
Collect ISD project-related information and support the portfolio in the preparation of reports as set out in the workplan.
Prepare and submit project status, financial, and close-out reports in line with time and quality standards.
Ensure compliance with TIA policies, SCM, and contractual requirements.
Support internal and external audits, follow-up on project auditing issues.
Maintain up-to-date files and records of ISD project documentation.
Provide logistical support for ISD workshops and other meetings as planned by the portfolio.
Support the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports, and any other required project reports in line with quality and time standards.
Arrang external and internal meetings (including the meetings of the Project Steering Committee, technical meetings, as well as other relevant meetings, etc.).
Assist in organizing, executing, and coordinating logistically public events, like seminars, training, workshops, forums, and exhibitions.
Provide general office assistance such as responses to complex information requests and inquiries from stakeholders; review and respond to routine incoming correspondence; perform routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
Support the collection and consolidation of GCIP M&E data and reporting.
Stakeholder Management
Facilitate clear communication between TIA and stakeholders. Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and positively contributing towards the organisation’s reputation.
Provide for the creation and maintenance of mutually beneficial relationships with all relevant stakeholders by ensuring that all partner obligations are met, and expectations exceeded.
Organize logistics for relevant ISD workshops, events, site visits and ensure attendance registers are made available.
Maintain updated stakeholder contact lists in line with policies and procedures.
Facilitate clear communication between TIA and stakeholders.
Knowledge Management and Communication
Archive and maintain portfolio knowledge products.
Support preparation of presentations and promptly required portfolio information.
Disseminate portfolio information to stakeholders.
Deadline:23rd March,2026
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