Job Description\u00a0\u00a0 \u00a0<\/p>\n
\tThe 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\u00a0IF is to transform public infrastructure financial provisioning using \u201cblended\u201d finance – combining capital from the public and private sectors and Development Finance
\n\tInstitutions (DFIs)\/Multilateral Development Banks (MDBs). This will be dedicated to meeting the financing requirements for hybrid projects.
\n\tThe 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.
\n\tThe purpose of the Project Administrator is to provide the Infrastructure Fund Division with project and team administration support.<\/p>\n
Key Responsibilities\u00a0\u00a0 \u00a0<\/p>\n
\tProject Administration
\n\tProvide project administration and management support to the Infrastructure Fund Team.
\n\tSupport the project sponsor\/owner\/lead with the following tasks:
\n\tDeveloping a project plan from concept to completion using an appropriate project methodology (PMBOK, Prince2).
\n\tPreparing and updating project plan documents.
\n\tEnsuring project activities and meetings are scheduled.
\n\tTaking minutes and drafting action lists for each project.
\n\tFollowing up on action lists to ensure delivery.
\n\tConfirming commissioning, handover, and sign-off of the projects.
\n\tMonitoring project progress in liaison with the project sponsor\/owner\/lead.
\n\tValidating invoices\/claims submitted by contractors\/vendors for payment.
\n\tAdministering project accounting from the start to the finish of the project.
\n\tDeveloping weekly and monthly feedback reports or as required.
\n\tCreating and maintaining performance dashboards per project\/programme.
\n\tPreparing various presentations and reports on project\/programme performance updates for the various
\n\tSteering Committees, Exco, and Board.
\n\tUpdating the scope change request register and applicable project documentation and registers.
\n\tScheduling meetings, consolidating information for meetings, maintaining and disseminating minutes, and
\n\tensuring follow-up of actions as per the minutes.
\n\tLiaise with the project sponsor\/owner\/lead and manage programme budgets and costs.
\n\tProvide the project sponsor\/owner\/lead with monthly project cost reports, including project variances of actuals versus budgets, and update forecasts.
\n\tPrepare project files for all projects according to best practice project management methodologies.
\n\tProvide administrative support for supply chain requirements, i.e., preparing requests for tender, sole source
\n\tmotivations, quotes, etc. Process invoices through the supply chain processes and systems.
\n\tFacilitate compliance with relevant standards, policies, and procedures for the relevant projects.
\n\tCreate a project information library and manage both ad-hoc and standard project information.
\n\tMonitor the library to ensure required information and\/or documentation are archived according to project requirements.
\n\tAdminister contracts under the guidance of the project sponsor\/owner\/lead (scheduling, project meetings, progress reporting).
\n\tAssist with any project administration duties as assigned.<\/p>\n
Team Administration<\/p>\n
\tMaintain and manage the diaries of the Chief Investment Officer Infrastructure Fund (CIO IF), Heads and
\n\tSpecialists. This would include scheduling appointments, arranging meetings, collecting visitors from reception and organizing refreshments.
\n\tAttend to general queries made to the CIO (IF) \/ Heads and answer and screen incoming calls.
\n\tResponsible for document flow in and out of the CIO (IF) and business unit offices.
\n\tDevelop and maintain advanced record-keeping (manual\/electronic) and filing systems.
\n\tPerform payment and disburemebts in line with internal control sand requirements.
\n\tPerforms high-level administrative and secretarial duties including typing, editing of reports and preparing presentations.
\n\tCompile confidential correspondence and general documentation on behalf of the CIO (IF) and Heads.
\n\tUndertakes all administrative duties (i.e. filing, photocopying and minute-taking).
\n\tArrange local and international travelling arrangements and the processing of claims.
\n\tArrange various events for the Infrastructure Fund Division (strategy sessions, functions, etc.)
\n\tUndertake procurement administration on behalf of the CIO (IF) and Heads.
\n\tAssist in the coordination\/preparation and alignment of performance scorecard\/s, track and monitor implementation thereof.
\n\tCoordinate the preparation of the Infrastructure Fund budgets and monitor spending together with the CIO (IF) and relevant Head.
\n\tParticipate in meetings and interactions to ensure the recording of decisions and follow-up.
\n\tCoordinate Infrastructure Fund Audits and follow up on action items.
\n\tCoordinate Risk Management requests and follow up on action items.
\n\tCoordinate and assist in the preparation of reports and submissions to Project Committees, Steering Committees,
\n\tBusiness Reviews, Management Committees, and Ad hoc Resolutions from specific committees (secretariat).
\n\tStakeholder Engagement
\n\tManage secretarial function for advisory boards ensuring agendas are prepared and timeously shared, concise
\n\tminutes are noted timeously shared, action logs prepared and manged.
\n\tEstablish relation with advisory board members and manage their meeting logistics as required.
\n\tAssist the IF to maintain relationships, and networks with external stakeholders, partners, and clients.
\n\tBuild and maintain a stakeholder database and develop strong relationships with clients, and private businesses
\n\tto facilitate the identification of opportunities to initiate viable projects.
\n\tDevelop annual client plans for key clients in a business unit, including business development forecasts and key
\n\tinitiatives.
\n\tDevelop and present IF reports in various forums governance and committees.
\n\tSupport the implementation of initiatives to increase the blended finance bankable programmes and projects to
\n\tdrive the highest impact development financing, whilst achieving financial sustainability.
\n\tProvide administrative support to project pipeline acceptance and approval process by relevant governance
\n\tstructures.
\n\tEngage with high-profile clients internally and externally.
\n\tPerform any other project administration duties as assigned.
\n\tKey Measurements of Outputs
\n\tSuccessful project administration of agreed projects, programmes and assignments.
\n\tManagement of diaries and schedules.
\n\tEffectively administered advisory board.
\n\tManagement of office administration (budget, payments, procurement, presentations, etc.)
\n\tAccuracy and quality of minutes. Effective follow-up of action lists.
\n\tAccurate record keeping.
\n\tQuality of documents, presentations and reports.
\n\tClean audit.
\n\tExpertise & Technical Competencies\u00a0\u00a0 \u00a0
\n\tProject Management
\n\tDemonstrates a practical knowledge of project management principles and techniques.
\n\tPlans, defines and manages projects within a department or area.
\n\tIdentifies resources required and their appropriate role and skills.
\n\tAssists in the management of projects where the objectives, milestones and time scales have been defined.
\n\tSolutions Focused
\n\tIdentifies standard problems based on a range of factors, most of which are clear.
\n\tIdentifies alternate solutions, considering applicable precedents.
\n\tIdentifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
\n\tAfter implementation, evaluates the effectiveness and efficiency of solutions.
\n\tPlanning and Organising
\n\tUses time management procedures effectively.
\n\tCan exercise independent judgement regarding all planning and organising issues.
\n\tUses specialised software to plan and manage own time.
\n\tPlans and manages multiple priorities and deadlines.
\n\tUses effectively advance time management processes to deal with high workload and tight deadlines.
\n\tOrganises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of
\n\ttime and resources.
\n\tAchieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning.
\n\tDetailed Oriented
\n\tQuickly identifies relevant and irrelevant information to support accurate decision making.
\n\tMaps out all the logistics and details of a situation to ensure smooth and flawless implementation.
\n\tConsistently identifies all relevant details that are not obvious in complex situations.
\n\tRequires the highest standards for accuracy and quality for their work.
\n\tEstablishes processes to ensure accuracy and quality of services delivered by the team.<\/p>\n
Reporting & Communication<\/p>\n
\tPrepares both standard and non-standard reports to time and quality standards.
\n\tCollate and analyses readily available data for inclusion in a report.
\n\tDesigns \/ customizes reports to meet user needs.
\n\tPrepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
\n\tKeeps standard reports under review and proposes improvements to meet user needs.<\/p>\n
Presentation Skills<\/p>\n
\tCan reinforce key presentation points with examples.
\n\tIs able to translate technical terminology into language understandable to the audience.
\n\tHas insight into the audience\u2019s behavior and motivation and responds appropriately and professionally, adapting
\n\tcommunication style as appropriate.
\n\tHas knowledge of various feedback mechanisms to check levels of audience understanding.<\/p>\n
Computer Skills<\/p>\n
\tConsistently uses relevant office software products such as Microsoft Word, Microsoft Projects, Excel,
\n\tPowerpoint presentations and email packages to an acceptable standard for the job.
\n\tHas the ability to use standard and\/or programme-specific the organisation databases, and merge \/ import data
\n\tfrom one program to another.
\n\tAdapts method of working to accommodate changes in the technological developments.<\/p>\n
Minimum Requirements:<\/p>\n
\tA National Diploma in Administration\/Project Management or an equivalent qualification with relevant experience in
\n\tproject administration and management support.
\n\tA minimum of 5 years of experience in project administration and management support as well as supporting senior
\n\tmanagers and executives.
\n\tConsiderable knowledge of standard administration practices and procedures is a necessity for this position.
\n\tExcellent knowledge of protocol and etiquette.
\n\tDemonstrated experience in working in a multi-disciplinary team.
\n\tAn understanding of organisational processes and group dynamics.
\n\tExperience in supply chain management processes (preparing project tender documents, etc.).
\n\tDemonstrated knowledge and use of project methodology such as Project Management Body of Knowledge
\n\t(PMBOK), Prince2 or similar.
\n\tDemonstrable ability to use Microsoft Office (MS Projects, Excel, PowerPoint, Word & MS Outlook).
\n\tProven track record of preparing project\/programme progress reports and presentations for various stakeholders
\n\t(Programme Managers, Steering Committees, Exco and Board).<\/p>\n
Desirable Requirements<\/p>\n
\tA Bachelors Degree in Commerce or Project Management disciplines.<\/p>\n
Required Personal Attributes\u00a0\u00a0 \u00a0<\/p>\n
\tCustomer Service Orientation
\n\tTries to understand the underlying needs of customers and matches these needs to available or customized\u00a0 products and services.
\n\tAdapts processes and procedures to meet on-going customer needs.
\n\tUtilises the feedback received by customers, in order to develop new and\/or improve existing services\/ products
\n\tthat relate to their on-going needs.
\n\tThinks of new ways to align offerings with future customer needs.<\/p>\n
Self-Awareness and Self Control<\/p>\n
\tWithholds effects of strong emotions in difficult situations.
\n\tKeeps functioning or responds constructively despite stress.
\n\tMay apply special techniques or plan of time to manage emotions or stress.
\n\tStrategic and Innovative Thinking
\n\tExperiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
\n\tCreates new concepts that are not obvious to others, leveraging internal and external sources of information, to
\n\tbuild incremental revenue and growth opportunities.<\/p>\n
Driving Delivery of Results<\/p>\n
\tSets challenging goals that will have a significant impact on the business or support the organisational strategy.
\n\tCommits significant resources and\/or time to ensure that challenging goals are achieved, while also taking action
\n\tto mitigate risk.<\/p>\n
Teamwork and Cooperation<\/p>\n
\tActs to promote a friendly climate and good morale and resolves conflicts.
\n\tCreates opportunities for cross-functional working.
\n\tEncourages others to network outside of their own team\/department and learn from their experience.<\/p>\n
Apply via company website ( http:\/\/www.dbsa.org ) or<\/p>\n
dbsa.erecruit.co<\/p>\n
<\/p>\n","protected":false},"author":2,"featured_media":0,"template":"","meta":{"_promoted":"","_job_location":"","_application":"http:\/\/dbsa.erecruit.co","_company_name":"Development Bank of Southern Africa (DBSA)","_company_website":"http:\/\/www.dbsa.org","_company_tagline":"The Development Bank of Southern Africa (\"DBSA\u201d) is a development finance institution wholly owned by the South African Government. Its purpose is to accelerate sustainable socio-economic development to improve the quality of life of the people in South Africa, SADC and Rest of Africa by providing... read more financial and non-financial investments in the social and economic infrastructure sectors. The DBSA support South Africa\u2019s regional integration agenda through providing development finance for infrastructure projects in four priority sectors; energy (including renewable energy and energy efficiency), transportation (road, rail and ports), bulk water and ICT, across Africa. Development Bank of Southern Africa Headway Hill 1258 Lever Road Midrand South Africa","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"job_listing_region":[11],"job-types":[18],"class_list":["post-22412","job_listing","type-job_listing","status-expired","hentry","job_listing_region-gauteng","job-type-contract"],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-listings\/22412","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-listings"}],"about":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/users\/2"}],"wp:attachment":[{"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/media?parent=22412"}],"wp:term":[{"taxonomy":"job_listing_region","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job_listing_region?post=22412"},{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/southafrica\/wp-json\/wp\/v2\/job-types?post=22412"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}