Job Expired

Job Purpose

Department: Strategy and Transformation

Reports To: Strategy and Transformation Manager

Job Family: Project Management

Job Subfamily: Change Management

Job Purpose

To assist in ensuring delivery of comprehensive, professional and responsive project administrative support to the Office of Strategy and Transformation. The role will support the development and maintenance of an effective administrative and reporting environment that facilitates achievement of projects’ goals and objectives.

Autonomy – The job holder works within work agreements and under managerial review.

Complexity – The job holder handles projects administrative processes that are complex and interacting.

Improvements – The job holder identifies and reports problems, and suggest possible solutions.

Key Performance Areas (Responsibilities and Accountabilities)

Principal Accountabilities/Responsibilities

Problem Solving

Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers. It is about: Examining Information, Documenting Facts & Interpreting Data

Work Scheduling / Allocation

Develops/Assigns short-term work schedules in order to achieve expectations and follow established timelines.

Safety, Health and Environment

Takes responsibility for managing a designated safety, health and environment work program to achieve prescribed outcomes.

Quality

Plans and coordinates testing and inspection of products and processes, then implements and monitors the effectiveness of corrective actions and/or continuous improvement initiatives.

Project Management

Delivers required outcomes by working within an established project management plan.

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Operational Management

Provides operational support by performing prescribed routine activities using existing systems and protocols.

Logistics / Arrangements

Arranges venues, equipment, catering, accommodation and travel for complex events involving multiple participants arriving from various locations.

External Communications

Executes a communications plan by working within established communication systems and procedures.

Compliance

Highlights shortcomings and suggests improvements in current compliance processes, systems and procedures within assigned unit and/or discipline.

Administration

Develops and tests administrative procedures to fulfill organizational needs.

Client & Customer Management (Internal)

Helps senior colleagues manage internal client and customer relationships by using sales/client systems and protocols.

Data Collection & Analysis

Works independently to collate and analyze data using pre-determined tools, methods and formats.

Data Management

Delivers prescribed outcomes by working as directed within established data management systems and procedures.

Document Preparation

Edits documents to fit the organization’s style guidelines and prepares information for publication using established procedures and standards.

Policy Development & Implementation

Delivers prescribed outcomes by working within established procedures.

Qualifications

A recognized University Degree in Business Administration, Social Sciences or Equivalent.
Certification in Microsoft Projects or Prince 2 will be an added advantage.

Experience

A minimum of 3 years post qualification experience in a project management environment

Competencies

Behavioral Competencies (Skills)

Organizational Commitment

Aligning one’s own behavior with the organization’s needs and acting in a way that promotes the organization’s goals. Specifically, supports the organization; for example, maintaining faith in the organization in times of change, ambiguity and challenge.

Initiative

Acts proactively to avoid problems or identifies and takes advantage of opportunities. Specifically, is proactive; for example, recognizing and acts on current opportunities or problems and takes action.

Enabling Collaborative Solutions

The ability to win the hearts and minds of others to pursue new and extraordinary cross-boundary collaborations and to do the right thing, regardless of formal authority. Specifically, forms collaborative teams e.g. willingly spends extra time to define common goals, appeal to common values and mediate differences to achieve the optimum benefit to the organization.

Drive for Results

Focuses on assessing, measuring and improving performance. Shows drive and determination to meet short- and long-term goals. Specifically, strives to meet challenging goals; for example, setting ambitious, but realistic goals for performance improvement (for self and/or own team).

Adaptability

Responds to differences and changes in the internal or external context, taking a flexible approach to reach business outcomes. Specifically, tries new ways to do things; for example, coming up with alternative methods or ways of working.

Analytical Thinking

Thinks through issues by separating out the parts of the problem or situation and thinking things through systematically. Applies judgment on the basis of evidence and reasoning. Specifically, sees multiple relationships; for example, identifying several likely causes or consequences of a situation.

Self-Confidence

Functions independently and with confidence in challenging situations. Specifically, expresses confidence in themselves; for example, expressing confidence in own ability or judgment.

Attention to Detail

Manages, tracks and attends to multiple pieces of information, bringing order and clarity. Specifically, monitors others’ work; for example, checking to ensure that procedures are followed.

Customer Focus

Identifies and meets the needs of internal and external customers, being continually focused on outcomes for customers. Specifically, customizes solutions; for example, recommending or adapts products, services or solutions to address the customer’s real needs.

Information Seeking

A desire to know more and seek information to inform decisions. Specifically, gathers information; for example, personally observing situations to understand them.

Teamwork and Collaboration

Works cooperatively as part of a team and collaboratively with peers, internally and externally. Specifically, has positive expectations; for example, understanding the pressures and constraints on peers in their team and beyond.

Technical Competencies (Skills)

Risk Management

Identifies, assesses, prioritizes and manages risks in a production process with guidance (but not constant supervision)

Project Management

Works with guidance (but not constant supervision) to manage projects and/or programs within desired cost, time and quality parameters.

Negotiation

Negotiates under guidance (but not constant supervision) to help the organization by obtaining consensus between two or more internal or external parties who may have different interests.

Customer Service Delivery

Works without supervision while providing technical guidance as needed on meeting high customer service standards.

Commercial Acumen

Applies understanding of the business environment and objectives to develop solutions with guidance but not constant supervision.

Assessment

Works with guidance (but not constant supervision) to analyze data from multiple sources to draw appropriate conclusions and make suitable recommendations.

Review and Reporting

Works without supervision and provides technical guidance when required on reviewing and creating relevant, lucid and effective reports.

Computer skills

Independently supports business processes with comprehensive understanding and effective use of standard office equipment and standard software packages, while also providing guidance and training to others.

Data Collection and analysis

Works without supervision and provides technical guidance when required on analyzing data trends for use in reports to help guide decision making.

Data Management

Works without supervision and provides technical guidance when required on acquiring, organizing, protecting and processing data to fulfill business objectives.

Numerical Skills

Uses a comprehensive understanding of numerical concepts to perform mathematical operations such as report analysis independently while providing guidance and training to others.

Planning and Organizing

Works without supervision and provides technical guidance when required on planning, organizing, prioritizing and overseeing activities to efficiently meet business objectives.

Policy and procedures

Works without supervision and provides technical guidance when required on developing, monitoring, interpreting and understanding policies and procedures, while making sure they match organizational strategies and objectives.

Policy and Regulation

Works without supervision and provides technical guidance when required on interpreting and applying knowledge of laws, regulations and policies in area of expertise.

Verbal Communication

Applies comprehensive knowledge to act independently while providing guidance and training to others on using clear and effective verbal communications skills to express ideas, request actions and formulate plans or policies.

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