Project Administrator at Discovery Limited

Key purpose

• The vacancy is for a Project Administrator role within the Discovery Institute of Training. The role requires the Project Administrator to work alongside the Project Manager and to ensure that all project administration is managed including minutes of meetings, project plans, follow-ups with project team members, project management tool administration and to organise and attend Project Meetings.

Key outputs

• All work must be done accurately, comprehensively and in-line with set quality standards.
• Project and task tracking, reminders, coordinating project activities and follow-ups.
• Ensures the correct documentation standards are applied to all projects with regards to the use of correct document templates and folder structures and to ensure that all project documents are complete and up to date.
• Attend project briefing and scoping sessions, create project plans, and map out projects on Asana to ensure that the appropriate processes are followed, and project management standards and principles are applied.
• Assist with preparation of project meeting materials and presentations and to ensure that projects are delivered in accordance with the defined project plan and to the predefined Discovery and DIT standards.
• Project manage basic projects and deliverables.
• Scheduling of project meetings/standups/project initiations/check-in sessions and booking meeting rooms.
• Capturing and distributing project meeting minutes and other project related outputs.
• Project Reports – Extract and provide project summary and status reporting in line with agreed deliverables to support the Project Manager in this activity.

Competencies

• A sound knowledge of project admin and process templates, PMLC.
• Ability to multi-task, tracking and administering several projects concurrently.
• Demonstrate experience using project management software.
• The ability to direct and support project teams.
• The ability to take ownership and display high levels of responsibility and initiative.
• Excellent communication skills, both formal and informal.
• Demonstrable experience in project scoping and project artifacts management.
• Demonstrable experience in workflow management, risk management and communication management.
• Effective time management.
• Progress monitoring of basic and complex projects.
• Effective use of the MS Office Suite.
• Excellent business writing skills.
• Well organised and expert administration skills and practices including organising and planning.
• An enthusiasm for continuous learning and professional development.
• Assertiveness coupled with flexibility and adaptability.
• A quality orientation with high attention to detail.

Experience
The following qualifications and experience are required:

Essential

• At least two years of experience in project administration.
• A formal Project Administration certification (NQF Level 5 Short course).

ADVANTAGEOUS

• Intermediate to advanced excel capability.
• Project administration within the learning and development industry.
• Project administration experience within Discovery. 
• Project Management diploma (NQF Level 5, 1 year course), or Business Degree.
• Certified associate in project management (CAPM) or equivalent/higher.
• Agile short courses.