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

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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
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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.