PROJECT ADMINISTRATOR | Government Jobs : 2025 Lates Jobs In Gauteng
| Job Title: | PROJECT ADMINISTRATOR |
| Company: | Government |
| Job Reference: | G11/2025 |
| Category: | Government Jobs |
| Location: | Pretoria, ZA |
| Employment Type: | Contractor |
| Date Posted: | 2025-08-27T21:43 |
| Closing Date: | 2025-09-06T23:43 |
| Salary: | ZAR 468459 - 551823 per year |
PROJECT ADMINISTRATOR - Job Description
Introduction
The purpose of this role is to provide project management and administrative support services to the team to enable efficient and smooth operations in the Jobs Fund.
Responsibilities
Project Management Support: Assist in the project planning, execution and monitoring of the programme, leading project planning sessions including: Designing project plans using appropriate software (including MS Project). Managing project progress and adapting work as required. Tracking project deliverables to ensure projects meet deadlines. Conducting project review and creating detailed reports for executive staff. Optimising and improving project management processes and the overall approach where necessary.
Overseeing all incoming and outgoing project documentation. Designing risk mitigation plans for effective project administration. Managing relationships with clients and stakeholders. Coordinating staff and internal resources. Diary, Meeting 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 governments and international institutions, where applicable. Facilitating access to the office and receiving and assisting external and internal visitors and staff. Provide secretariat services to meetings including: Drafting and distribution of minutes. Following up on decisions arising from the meeting. Filing and archiving meeting minutes, notes, agenda, and documents. Professional/executive minute-taking at various committees, including the Investment and Technical Evaluation Committees. Facilitating the company secretarial and/or governance aspects for the various committee structures. Ensuring compliance with relevant governance requirements for various committee structures. Quality assurance of meeting packs, both hard and soft copies. 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.
Document Management, Records Keeping, Reports production and Administration Support: Administer and quality assure all electronic and hard copy documents such as correspondence, memoranda, agreements, and reports including: Acknowledging receipt of document, noting priority, and tracking required response and/or handling. Following up 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). Formatting and typing of documents and compiling presentations. Proof-reading and controlling the quality of the document. Effecting the necessary changes as requested and finalising documents. Recording the distribution, confidentiality and indexing requirements of documents. Produce and distribute documents, including agendas 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. Updating and maintaining integrity of RACI folders. Conducting electronic data, clean ups and back-ups.
Required Qualifications
A Bachelor’s Degree/ Advanced Diploma (NQF Level 7) in Accounting, Commerce, Business or Business Administration, Project Management, Development Studies or related field.
A project management or project administration qualification would be advantageous. Minimum of 4 -6 years, experience in a similar role covering the following aspects: Professional/executive-minute taking, Company secretarial governance aspects, Project management experience with strong emphasis on project management support using relevant software i.e. MS Project etc., Administrative experience, including travel arrangements, document preparation and management, support services within teams, Copy editing experience, Use of AI tools to improve administrative processes and document quality. Experience in the use of presentation software such as PowerPoint. Competencies Required: Administrative Support: Knowledge, capabilities and practices associated with the provision of office administration support.
This competency requires knowledge of the appropriate rules, regulations, processes and associated systems within various enabling functions, which may be diary scheduling, document filing and archiving, meetings administration, typing and computer literacy skills (MS Office), office administration, office resources and equipment administration, telephone administration and travel administration. Computer Literacy: Knowledge and ability to use computers and technology efficiently. Refers to the comfort level someone has with using computer programs and other applications associated with computers (MS Office, Internet, email). Typing speed of 50 – 70 words per minute with 98 – 100% accuracy. Information Management: The ability to gather, prepare, house and share the organisationally relevant information produced or found through work in a manner that creates easy access and understanding, and that informs and educates the reader regarding the subject. Resources Planning: The ability to organise work, set priorities and determine resource requirements; determine short- or long-term goals and strategies to achieve them; coordinate with other organisations or parts of the organisation to accomplish goals; monitor progress and evaluate outcomes. 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 because 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.
Systems 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.
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