JOB PURPOSE

The Project Executive is responsible for supporting the project management team in coordinating, planning, and executing various projects. This includes handling administrative tasks, maintaining project documentation, and ensuring that all project activities are completed on time and within budget. The incumbent will provide essential support to ensure smooth project operations, acting as a vital link between the project team and stakeholders.

OUTCOME MEASUREMENTS

• Ensure projects are executed and completed within budget and timeline.
• Maintain accurate and comprehensive project documentation.
• Provide effective administrative support to facilitate project success.
• Ensure compliance with internal policies and procedures.
• Foster effective communication and coordination among project team members and stakeholders.

KEY RESULT AREAS / RESPONSIBILITIES

Project Coordination and Support

• Assist Project Managers in the planning and execution of projects.
• Coordinate project activities to align with project goals and timelines.
• Schedule and organize project meetings, preparing agendas and taking minutes.

Documentation and Record Keeping

• Maintain comprehensive project documentation, including plans, reports, and correspondence.
• Ensure all project documents are properly filed and accessible to team members.
• Track and manage project changes and updates.

Communication

• Act as a point of contact for project stakeholders, providing updates and responding to inquiries.
• Facilitate communication between project team members and stakeholders.
• Prepare and distribute project communications, including status reports and newsletters.

Budget and Financial Administration

• Assist in the preparation and monitoring of project budgets.
• Track project expenses to ensure they are in line with budget allocations.
• Prepare financial reports and documentation for project audits.

Risk Management

• Assist in identifying and assessing project risks.
• Maintain risk registers and track mitigation plans.
• Support the Project Manager in implementing risk management strategies.

Resource Management

• • Coordinate the allocation and utilization of project resources.
  • Maintain resource schedules to ensure efficient use.
  • Assist in the procurement of project materials and services.

Quality Assurance

• • Support the implementation of quality assurance processes and standards.
  • Conduct regular checks to ensure project deliverables meet quality criteria.
  • Assist in the preparation and execution of project audits and reviews.

COMPETENCIES (BEHAVIOURAL)

• • Highly organized with good time management skills.
  • Excellent communication (written and verbal) and interpersonal skills.
  • Adaptable and possess good stakeholder management skills
  • Proactive, self-motivated and able to manage multiple priorities under tight deadlines.
  • Ability to work both independently and as part of a team.
  • Attention to details and strong problem-solving abilities.
  • Commitment to maintaining high standards of quality and accuracy.
  • Keen eye for presentation aesthetics.
  • Willing to work overtime and occasional weekend work.

MINIMUM QUALIFICATION

Education: Diploma/Bachelor's degree in Business Administration, Engineering, Project Management, or a related field and at least 2-3 years of experience in a project administration or coordination role.

RELATED EXPERIENCE

• • Experience in handling project documentation and administrative tasks.
  • Proficiency in project management software (MS Project), MS Office Suite (Work, Excel, Power Point, Visio), project collaboration software (MS Teams) and AutoCAD.
  • Knowledge of budgeting and financial management principles.
  • Experience in facilitating communication and coordination within project teams.

JOB PURPOSE

The Project Administrator is responsible for supporting the project management team in coordinating, planning, and executing various projects. This includes handling administrative tasks, maintaining project documentation, and ensuring that all project activities are completed on time and within budget. The incumbent will provide essential support to ensure smooth project operations, acting as a vital link between the project team and stakeholders.

OUTCOME MEASUREMENTS

• Ensure projects are executed and completed within budget and timeline.
• Maintain accurate and comprehensive project documentation.
• Provide effective administrative support to facilitate project success.
• Ensure compliance with internal policies and procedures.
• Foster effective communication and coordination among project team members and stakeholders.

KEY RESULT AREAS / RESPONSIBILITIES

Project Coordination and Support

• Assist Project Managers in the planning and execution of projects.
• Coordinate project activities to align with project goals and timelines.
• Schedule and organize project meetings, preparing agendas and taking minutes.

Documentation and Record Keeping

• Maintain comprehensive project documentation, including plans, reports, and correspondence.
• Ensure all project documents are properly filed and accessible to team members.
• Track and manage project changes and updates.

Communication

• Act as a point of contact for project stakeholders, providing updates and responding to inquiries.
• Facilitate communication between project team members and stakeholders.
• Prepare and distribute project communications, including status reports and newsletters.

Budget and Financial Administration

• Assist in the preparation and monitoring of project budgets.
• Track project expenses to ensure they are in line with budget allocations.
• Prepare financial reports and documentation for project audits.

Risk Management

• Assist in identifying and assessing project risks.
• Maintain risk registers and track mitigation plans.
• Support the Project Manager in implementing risk management strategies.

Resource Management

• • Coordinate the allocation and utilization of project resources.
  • Maintain resource schedules to ensure efficient use.
  • Assist in the procurement of project materials and services.

Quality Assurance

• • Support the implementation of quality assurance processes and standards.
  • Conduct regular checks to ensure project deliverables meet quality criteria.
  • Assist in the preparation and execution of project audits and reviews.

COMPETENCIES (BEHAVIOURAL)

• • Highly organized with good time management skills.
  • Excellent communication (written and verbal) and interpersonal skills.
  • Adaptable and possess good stakeholder management skills
  • Proactive, self-motivated and able to manage multiple priorities under tight deadlines.
  • Ability to work both independently and as part of a team.
  • Attention to details and strong problem-solving abilities.
  • Commitment to maintaining high standards of quality and accuracy.
  • Keen eye for presentation aesthetics.
  • Willing to work overtime and occasional weekend work.

MINIMUM QUALIFICATION

Education: Diploma/Bachelor's degree in Business Administration, Engineering, Project Management, or a related field and at least 2-3 years of experience in a project administration or coordination role.

RELATED EXPERIENCE

• • Experience in handling project documentation and administrative tasks.
  • Proficiency in project management software (MS Project), MS Office Suite (Work, Excel, Power Point, Visio), project collaboration software (MS Teams) and AutoCAD.
  • Knowledge of budgeting and financial management principles.
  • Experience in facilitating communication and coordination within project teams.