SAP Project Administrator

Job Profile:
Job Title: Project Administrator
Business Unit / Function: Group IT
Department: Group IT
Line Manager Job Title: Project manager

Travel Requirements: Hybrid travel to Durban – one week per month.
Hours of Work 8h00 – 16h30

Overall Job Purpose:
The Project Administrator’s main objective is to administer the implementation project through Project Tracking, Timeline, and Budget monitoring in support of the project manager. Making use of available systems, SharePoint, MS Projects, and similar software, the Project Administrator will work with all stream leads on the project and assist them in setting up effective status reporting cadences and tracking progress. The Project Administrator will keep all project systems up to date to create a transparent and accountable environment using weekly catchups with teams to assess progress and adjust and/or update timelines. Other duties include creating standardized forms and templates, meeting minutes, and owning the document repository for the project on SharePoint, to ensure compliance to overall PMO standards and governance frameworks.

Key Accountabilities
Project Administration:
o Document management: Develop and maintain the active projects, library, filing, and recording systems.
o Supports the project staff by facilitating project logistics such as meetings, booking of conference rooms/catering, conference calls, data projectors, training kits, laptops, and booking of project consultant’s travel.
o Organizes/schedules project, technical, usergroup & steercom meetings.
o Attends project, technical, user group & steercom meetings, compiles and distributes minutes thereof.
o Follow up on outstanding activities/action items.
o Advise & assist project team members in the application of project procedures, disciplines, recording & reporting standards.
o Obtain and distribute status reports from all Team leads and align with overall project status report.
o Produce monthly project office reports in conjunction with the Project Manager.
o Performs high-level review of project office documents for completeness & accuracy.
o All requests for information are channeled through the project administrator, with follow-up.
o Manage communications between stakeholders, including email practices.
o Co-ordinate project changes through change control and related documentation.
o Implementation: maintain risk and issue logs and change control records.
o Ensure the agreed project management methods, standards, and processes are followed as per the Illovo Group IT project methodology throughout the project lifecycle.
o Set up & maintain systems for the recording of project costs to ensure costs are allocated to project budgets.
o Ensure project deliverables are attached to the vendor/project accounts; process accounts and resolve any queries.
o Undertake other administrative tasks as specified by the Project Manager.
o Provides administrative support to Outsource Vendors’ Project Managers.
o Publish documents on the intranet.
o Facilitate & maintain staff movement (new take-on, transfer, terminations) process at head office.
o Onboarding of new project team members
o Obtain quotations & place orders for equipment.
o Maintain data archiving solution.

Coordinate team logistics:
– Work with functional managers and the team sponsor to obtain the necessary resources to support the team’s requirements.
– Obtain and coordinate space, furniture, equipment, and communication lines for team members.
– Establish meeting times, places, and agendas.
– Coordinate the review, presentation, and release of design layouts, drawings, analysis, and other documentation.

Qualifications And Experience:
* IT Diploma
* Minimum 3-5 years project administration experience.
* Previous administration on an SAP project

Knowledge And Skills Required:
* Project Management Principles
* Basic Accounting
* Numerical Skills
* Management and Leadership Skills
* Finance and Budgeting skills
* Computer Literacy
* Negotiation skills
* Communication Skills
* Interpersonal Skills
* Analytical
* Influencing and Assertiveness
* Problem solving.

Salt is acting as an Employment Business in relation to this vacancy.