14/27 : PROJECT ADMINISTRATOR (JOBS FUND) REF NO: G05/2026

A Bachelor’s degree/ Advanced Diploma (NQF Level 7) in Accounting, Commerce, Business or Business Administration, Project Management or related field. Minimum 4 years’ experience in a similar role or in project management/administration. Experience in using AI tools to support administrative functions. PowerPoint and production of presentations. Writing skills and a high level of proficiency in English. Experience in SharePoint Portal and electronic filing systems and Project Management and MS Project experience would be advantageous. Competencies Required: Administrative Support: Knowledge, capabilities and practices associated with the provision of office administration support. This competency requires knowledge of the appropriate rules, regulations, processes and associated systems within various enabling functions which may diary scheduling, document filing and archiving, meetings administration, typing and computer literacy skills (MS Office), office administration, office resources and equipment administration, telephone administration and travel administration. Computer Literacy: Knowledge and ability to use computers and technology efficiently. Refers to the comfort level someone has with using computer programs and other

, setting up and maintaining information system. Effective Communication: Ability to transmit and receive information clearly and communicate effectively to others by considering their points of view to respond appropriately. This may involve listening, interpreting, formulating and delivering verbal, non-verbal, written, and/or electronic messages. It includes the ability to convey ideas and information in a way that brings understanding to the target audience. Emotional Intelligence: Capacity for recognising their own feelings and those of others, for motivating themselves and others as a result of this awareness, and for managing emotions within themselves and in others. Integrity/ Honesty: Contributes to maintaining the integrity of the organisation; displays high standards of ethical conduct and understands the impact of violating these standards on an organisation, self, and others; is trustworthy. System Thinking: Orientation to think in system-wide terms with regards to functions or divisions within the organisation. This includes spotting opportunities to connect with initiatives underway in other areas or proactively sharing information or resources that can be seen to have relevance and impact for others. Team Participation: Works co-operatively with others, working together as opposed to working separately or competitively. Valuing Diversity: Ability to understand and respect the practices, customs, values and norms of other individuals, groups and cultures. It goes beyond what is required by governmental employment equity regulations to include the ability to respect and value different points-of-view, and to be open to others of different backgrounds or perspectives. It includes seeing others’ differences as a positive part of the work environment. It also means being able to work well with a wide variety of people representing different backgrounds, cultures and socio-economic levels. Vision and Purpose: Modelling and promoting high personal and professional standards that support the organisation's vision, mandate and values. Sharing goals, objectives and ideas to encourage others to commit to and be enthusiastic about realising the vision. DUTIES : To provide administrative support service to the team and enable efficient and smooth operations. Diary, meetings administration and telephonic communications: Schedule and administer appointments and meetings including setting-up and confirming appointments and meetings and updating diaries preparing and distributing meeting schedules. Organise meetings and make sure all arrangements are made as follows: booking meeting rooms, parking, presentation aids, and catering and refreshments where required, scheduling meetings on MS teams or via Zoom where applicable, preparing, distributing and processing meeting invitations, directions and agendas, assisting with the compilation and distribution of meeting packs (hardcopy and/or electronic), arranging security and transport for delegates from other government and international institutions, where applicable, facilitating access to office, and receiving and assisting external and internal visitors and staff. Provide secretariat services to meetings including typing and distributing minutes, prepare and distribute meeting agendas, action logs and minutes, following up on decisions and actions arising from meeting, filing and archiving meeting minutes, notes, agenda, and documents. Facilitate and administer telephonic communications as follows: answering, screening of incoming telephone calls and maintaining a record of outgoing calls where applicable, develop and maintain an office contact list/directory, coordinate and submit telephone accounts to the relevant parties monthly. Documents and reports production and administration support: Administer all electronic and hard copy documents such as correspondence, memos, agreements and reports to ensure complete and auditable records. Acknowledging receipt of documents, noting priority, and tracking required response and/or handling. Following up 25 on deadlines for documents for submission. Maintaining an accurate log of all documents emanating from the unit that require approval. Assist with the preparation and finalisation of documents including: taking and/or transcribing dictation and notes, sourcing, obtaining and/or downloading documents as requested (from the internet and/or other sources), proofread, format, and apply Jobs Fund templates and branding standards for quality assurance, effecting necessary changes as requested and finalising documents, recording the distribution, confidentiality and indexing requirements of documents. Produce and distribute documents including, and as required: printing / copying, packaging and faxing / delivering / couriering / posting of hard copies, creating email distribution lists and sending electronic copies. Manage the physical and electronic document tracking and filing systems including opening and creating files, indexing, filing, and archiving documents, conducting electronic data clean-ups and back-ups, handling documents with utmost discretion. Travel arrangements and claims administration: Process travel requests for a team including confirming budget, obtaining approvals and making travel, transport and accommodation and security bookings as requested. Prepare travel packs including meetings itinerary and details and travel documents, schedule and details. Process and administer travel reports and travel claims and reconcile and organise the requisition and reimbursement of subsistence and travel claims. Maintain the Site Visit Register and track implementation follow-ups. Support data collection and clean-up for baseline, midline, and endline exercises. Office administration: Record and process requests for stationery and equipment including obtaining equipment approval and submitting to the relevant parties, assessing stationery needs, distributing and reconciling stationary monthly. Monitor, report and ensure equipment and furniture maintenance, cleaning and repairs to the relevant parties. Client and project teams support: Provide general programme information and assist with the resolution of client queries. Provide administrative and secretarial support to project teams as required and assist with the coordination and administration of project tasks. Compile and maintain project data. Provide procurement support to project teams including processing procurement requests, supporting procurement processes and processing and submitting invoices and claims for payment. Project management support: Assist in project planning sessions. Assist with the preparation and updating of project plans using appropriate software (including MS Project). Provide project management support to relevant staff members.