Job Advert Summary
Innovation for Local Economic Development (ILED) Programme Administrator generally supports the Portfolio Manager and Unit Coordinator in 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.
TIA is a talent driven, customer- centric and impact focused organisation. In our endeavour to support technology innovation with socio-economic outcomes, we seek to infuse the organisation with team players that find resonance as value creators, agile thinkers, progressive attitudes, customer-centricity, dynamic work ethic and an optimistic disposition. We aim to harness these attributes in a manner that they culminate into a culture of teamwork, impact and accountability.
The Technology Innovation Agency endeavours to promote the careers of previously disadvantaged persons by applying the principles of the Employment Equity Act, as amended.
The Agency reserves the right not to make an appointment.
Minimum Requirements
Qualification
Diploma or bachelor’s degree in administration, Project Management, Development Studies, Public Administration, or a related field.
Bachelor’s degree in project management, Local Economic Development, Innovation Studies, Economics or Business Administration; certification in project administration tools (e.g., MS Project, Asana, Trello) will be an added advantage.
Work Experience
1-2 yrs 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.
Ideal: 3+ years’ experience in project administration within the innovation, economic development, or local government sectors, with exposure to budget tracking, SCM processes, and compliance reporting.
Knowledge and Skills
Administrative Best Practice Frameworks and Models
Stakeholder Engagement and Support
Customer Care
Duties and Responsibilities
Administration
Maintain updated project records, databases, and filing systems.
Coordinate meetings, agendas, minutes, and follow-ups.
Track progress against project timelines and milestones.
Financial Perspective
Assisting in projects financial resources management, Human Resources Management, efficient procurement, and logistical services
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.
Stakeholder Management
Organise logistics for workshops, events, site visits and ensure attendance registers are made available.
Maintain updated stakeholder contact lists.
Facilitate clear communication between TIA and stakeholders.
Internal Processes
Providing required support in organizing/conducting project activities.
Drafting minutes of Project Steering Committee and other project-related meetings.
Conducting administrative follow-up as needed for all activities.
Collecting project-related information and supporting the portfolio in the preparation of reports as set out in the workplan.
Prepare and submit project status, financial, and close-out reports.
Ensure compliance with TIA policies, SCM, and contractual requirements.
Support internal and external audits, follow-up on project auditing issues.
Maintaining up-to-date files and records of project documentation.
Providing logistical support for workshops and other meetings as planned by the portfolio.
Supporting the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports, and any other required project reports.
Arranging external and internal meetings (including the meetings of the Project Steering Committee, technical meetings, as well as other relevant meetings, etc.).
Assisting in organizing, executing, and coordinating logistically public events, like seminars, training, workshops, forums, and exhibitions.
Providing general office assistance such as responses to complex information requests and inquiries; reviewing and responding to the routine incoming correspondence; performing routine administrative tasks, including maintaining attendance records, assessing telephone billing, etc.
Support the collection and consolidation of M&E data and reporting objectives.
Knowledge Management and Communication
Archive and maintain portfolio knowledge products.
Support preparation of presentations and promptly required portfolio information.
Disseminate portfolio information to stakeholders.
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