Job Description
The Infrastructure Fund (IF) announced by the President in September 2018 addresses the need for a dedicated blended financing facility for infrastructure programme projects. The aim of the IF is to transform public infrastructure financial provisioning using “blended” finance – combining capital from the public and private sectors and Development Finance
Institutions (DFIs)/Multilateral Development Banks (MDBs). This will be dedicated to meeting the financing requirements for hybrid projects.
The mandate of the Infrastructure Fund has been captured in a Memorandum of Agreement (MOA) between the NationalTreasury, Infrastructure South Africa (ISA), and the DBSA entered into on 17 August 2020.
The purpose of the Project Administrator is to provide the Infrastructure Fund Division with project and team administration support.
Key Responsibilities
Project Administration
Provide project administration and management support to the Infrastructure Fund Team.
Support the project sponsor/owner/lead with the following tasks:
Developing a project plan from concept to completion using an appropriate project methodology (PMBOK, Prince2).
Preparing and updating project plan documents.
Ensuring project activities and meetings are scheduled.
Taking minutes and drafting action lists for each project.
Following up on action lists to ensure delivery.
Confirming commissioning, handover, and sign-off of the projects.
Monitoring project progress in liaison with the project sponsor/owner/lead.
Validating invoices/claims submitted by contractors/vendors for payment.
Administering project accounting from the start to the finish of the project.
Developing weekly and monthly feedback reports or as required.
Creating and maintaining performance dashboards per project/programme.
Preparing various presentations and reports on project/programme performance updates for the various
Steering Committees, Exco, and Board.
Updating the scope change request register and applicable project documentation and registers.
Scheduling meetings, consolidating information for meetings, maintaining and disseminating minutes, and
ensuring follow-up of actions as per the minutes.
Liaise with the project sponsor/owner/lead and manage programme budgets and costs.
Provide the project sponsor/owner/lead with monthly project cost reports, including project variances of actuals versus budgets, and update forecasts.
Prepare project files for all projects according to best practice project management methodologies.
Provide administrative support for supply chain requirements, i.e., preparing requests for tender, sole source
motivations, quotes, etc. Process invoices through the supply chain processes and systems.
Facilitate compliance with relevant standards, policies, and procedures for the relevant projects.
Create a project information library and manage both ad-hoc and standard project information.
Monitor the library to ensure required information and/or documentation are archived according to project requirements.
Administer contracts under the guidance of the project sponsor/owner/lead (scheduling, project meetings, progress reporting).
Assist with any project administration duties as assigned.
Team Administration
Maintain and manage the diaries of the Chief Investment Officer Infrastructure Fund (CIO IF), Heads and
Specialists. This would include scheduling appointments, arranging meetings, collecting visitors from reception and organizing refreshments.
Attend to general queries made to the CIO (IF) / Heads and answer and screen incoming calls.
Responsible for document flow in and out of the CIO (IF) and business unit offices.
Develop and maintain advanced record-keeping (manual/electronic) and filing systems.
Perform payment and disburemebts in line with internal control sand requirements.
Performs high-level administrative and secretarial duties including typing, editing of reports and preparing presentations.
Compile confidential correspondence and general documentation on behalf of the CIO (IF) and Heads.
Undertakes all administrative duties (i.e. filing, photocopying and minute-taking).
Arrange local and international travelling arrangements and the processing of claims.
Arrange various events for the Infrastructure Fund Division (strategy sessions, functions, etc.)
Undertake procurement administration on behalf of the CIO (IF) and Heads.
Assist in the coordination/preparation and alignment of performance scorecard/s, track and monitor implementation thereof.
Coordinate the preparation of the Infrastructure Fund budgets and monitor spending together with the CIO (IF) and relevant Head.
Participate in meetings and interactions to ensure the recording of decisions and follow-up.
Coordinate Infrastructure Fund Audits and follow up on action items.
Coordinate Risk Management requests and follow up on action items.
Coordinate and assist in the preparation of reports and submissions to Project Committees, Steering Committees,
Business Reviews, Management Committees, and Ad hoc Resolutions from specific committees (secretariat).
Stakeholder Engagement
Manage secretarial function for advisory boards ensuring agendas are prepared and timeously shared, concise
minutes are noted timeously shared, action logs prepared and manged.
Establish relation with advisory board members and manage their meeting logistics as required.
Assist the IF to maintain relationships, and networks with external stakeholders, partners, and clients.
Build and maintain a stakeholder database and develop strong relationships with clients, and private businesses
to facilitate the identification of opportunities to initiate viable projects.
Develop annual client plans for key clients in a business unit, including business development forecasts and key
initiatives.
Develop and present IF reports in various forums governance and committees.
Support the implementation of initiatives to increase the blended finance bankable programmes and projects to
drive the highest impact development financing, whilst achieving financial sustainability.
Provide administrative support to project pipeline acceptance and approval process by relevant governance
structures.
Engage with high-profile clients internally and externally.
Perform any other project administration duties as assigned.
Key Measurements of Outputs
Successful project administration of agreed projects, programmes and assignments.
Management of diaries and schedules.
Effectively administered advisory board.
Management of office administration (budget, payments, procurement, presentations, etc.)
Accuracy and quality of minutes. Effective follow-up of action lists.
Accurate record keeping.
Quality of documents, presentations and reports.
Clean audit.
Expertise & Technical Competencies
Project Management
Demonstrates a practical knowledge of project management principles and techniques.
Plans, defines and manages projects within a department or area.
Identifies resources required and their appropriate role and skills.
Assists in the management of projects where the objectives, milestones and time scales have been defined.
Solutions Focused
Identifies standard problems based on a range of factors, most of which are clear.
Identifies alternate solutions, considering applicable precedents.
Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
After implementation, evaluates the effectiveness and efficiency of solutions.
Planning and Organising
Uses time management procedures effectively.
Can exercise independent judgement regarding all planning and organising issues.
Uses specialised software to plan and manage own time.
Plans and manages multiple priorities and deadlines.
Uses effectively advance time management processes to deal with high workload and tight deadlines.
Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of
time and resources.
Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning.
Detailed Oriented
Quickly identifies relevant and irrelevant information to support accurate decision making.
Maps out all the logistics and details of a situation to ensure smooth and flawless implementation.
Consistently identifies all relevant details that are not obvious in complex situations.
Requires the highest standards for accuracy and quality for their work.
Establishes processes to ensure accuracy and quality of services delivered by the team.
Reporting & Communication
Prepares both standard and non-standard reports to time and quality standards.
Collate and analyses readily available data for inclusion in a report.
Designs / customizes reports to meet user needs.
Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
Keeps standard reports under review and proposes improvements to meet user needs.
Presentation Skills
Can reinforce key presentation points with examples.
Is able to translate technical terminology into language understandable to the audience.
Has insight into the audience’s behavior and motivation and responds appropriately and professionally, adapting
communication style as appropriate.
Has knowledge of various feedback mechanisms to check levels of audience understanding.
Computer Skills
Consistently uses relevant office software products such as Microsoft Word, Microsoft Projects, Excel,
Powerpoint presentations and email packages to an acceptable standard for the job.
Has the ability to use standard and/or programme-specific the organisation databases, and merge / import data
from one program to another.
Adapts method of working to accommodate changes in the technological developments.
Minimum Requirements:
A National Diploma in Administration/Project Management or an equivalent qualification with relevant experience in
project administration and management support.
A minimum of 5 years of experience in project administration and management support as well as supporting senior
managers and executives.
Considerable knowledge of standard administration practices and procedures is a necessity for this position.
Excellent knowledge of protocol and etiquette.
Demonstrated experience in working in a multi-disciplinary team.
An understanding of organisational processes and group dynamics.
Experience in supply chain management processes (preparing project tender documents, etc.).
Demonstrated knowledge and use of project methodology such as Project Management Body of Knowledge
(PMBOK), Prince2 or similar.
Demonstrable ability to use Microsoft Office (MS Projects, Excel, PowerPoint, Word & MS Outlook).
Proven track record of preparing project/programme progress reports and presentations for various stakeholders
(Programme Managers, Steering Committees, Exco and Board).
Desirable Requirements
A Bachelors Degree in Commerce or Project Management disciplines.
Required Personal Attributes
Customer Service Orientation
Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
Adapts processes and procedures to meet on-going customer needs.
Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products
that relate to their on-going needs.
Thinks of new ways to align offerings with future customer needs.
Self-Awareness and Self Control
Withholds effects of strong emotions in difficult situations.
Keeps functioning or responds constructively despite stress.
May apply special techniques or plan of time to manage emotions or stress.
Strategic and Innovative Thinking
Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to
build incremental revenue and growth opportunities.
Driving Delivery of Results
Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action
to mitigate risk.
Teamwork and Cooperation
Acts to promote a friendly climate and good morale and resolves conflicts.
Creates opportunities for cross-functional working.
Encourages others to network outside of their own team/department and learn from their experience.
Apply via company website ( http://www.dbsa.org ) or
dbsa.erecruit.co
