Programme Administrator (PPF)




Job Type Classification: Contract
Location - Town / City: Midrand
Location - Province: Gauteng
Location - Country: South Africa

Job Description:
The purpose of the job is to provide administrative support to the implementation and operations of the Cities - Project Preparation Facility. This facility is a Project Preparation Facility (PPF) that provides technical support to urban municipalities in its function of capital project preparation, i.e. to prepare project proposals that can secure grant and other funding for catalytic projects, this will cover viability and funding studies to unblock fiscal transfers and accelerate the socially and economically inclusive implementation of capital infrastructure projects in local government.
The job involves the administrative support of the Project Preparation Facility (PPF), with specific focus on the strategic direction as well as the operational management of the facility. It requires the candidate to work closely with and interact frequently with client municipalities, government departments (national and provincial), public institutions and stakeholders.

Key Responsibilities:
1.General Administration
- Providing Programme Admin & Coord to Cities Project Preparation Facility (PPF) Programme:
- Project admin requirements including arranging and administering stakeholder interactions, budget & cost administration, record keeping, taking minutes, sending notices regarding meetings and general administrative support to the project team;
- Facilitating compliance with relevant standards, policies and procedures for the relevant programmes and projects
- Creating a project information library/ Project Artefact ibrary and manage ad-hoc and standard project information. Develop & maintain appropriate record & retrieval systems including the programme and project document repository.
- Monitoring library to ensure required information and/or documentation are archived as per the Programme/Division standards
- Administer contracts under the guidance of the programme coordinator and manager (scheduling, project meetings, progress reporting);
- Updating, reporting and monitoring Cities-PPF Unit’s performance against set targets.
- Monitoring key programme performance areas and highlight issues of possible risk or concerns (i.e. non-performing service providers, process of system failures, non-compliance).
- Taking responsibility for system’s information accuracy, updates and quality management.
- Participating actively in project deliverables using specific systems and programmes ensuring that tracking occurs throughout the lifespan of the programme.
- Ensure that there are sufficient admin support material, guidance & capabilities within the Programme to assist the PPF Programme Manager and the PPF Programme Coordinators;
- Provide admin support & direction to PPF Programme Coordinators to enable them to ensure they execute & manage their functions effectively;
- Assist in the promotion of a culture of effective and timeous administrative performance within the Programme Team;
- Ensuring administrative linkage with the relevant other DBSA divisions to promote support functions and roles;
- Supporting and coordinating the administrative planning, implementation, measurement and progress reporting, together with the PPF Programme Coordinators;
- Maintaining a proper filing system for the documents required by the Programme team for reference purposes (e-filing and hard copies where required) for all documents (over and above the documents kept in central registry).
- Making sure that the unit’s business pipeline is maintained and kept up to date at all times and that a proper database of clients is maintained at all times.
- Assist and promote good internal and external communication, commitment and relationships;
- Support project man admin as & where needed by PPF Programme Coordinators;
- Assist PPF Programme Coordinators with the execution and monitoring of project work plans;
- Participate in innovative thinking on problem solving, risk man & deadline management.
- Attend meetings, coordinate and manage progress reports of service providers & compile own progress reports where necessary;
- Coordinate PSP database administration to ensure central repository of information on sector specific service providers;
- Compile a personal annual performance plan in accordance with DBSA’s HR processes & requirements based on the Key Performance Indicators and/or Balance Score Card Targets, for the execution of the role of Programme Coordinator, and to compile and submit regular monthly progress reports.
- Identify, categorise and rank the administrative risks and opportunities according to impact (financial, performance, market related, etc.).
- Build flexibility into administrative arrangements in order to deal pro-actively with unexpected changes and demand
- Ensure all governance compliance requirements are adhered to;
- Adhere to protocols, policies and guidelines (DBSA, National Treasury and clients);
2.Financial Support
- Consolidating monthly reviews & analysis of Programme performance from Programme Coordinators, financial reporting & exposures.
- Preparing reports, summarising and forecasting project activities & financial performance in (i.e. disbursements and projections, income and expenditure) current & expected operations for portfolio projects & programmes.
- Assist the PPF Programme Coordinators who will be involved in each metro’s or municipality’s programme, in planning, budgeting, resource management & execution of responsibilities
- Coordinate and manage the administrative operations regarding the receipt & payment of invoice;
- Financial administrative tasks: coordination and receipt invoices ; validate for accuracy & ensure the payment thereof through the relevant system
3.Procurement
- Liaising with internal stakeholders (procurement, finance, business recovery unit, risk, human capital, etc) on relevant issues.
- Assist team with administrative aspects of Procurement and Contract Management;

Expertise & Technical Competencies:
Minimum qualification for the post:
- A relevant Diploma in Project Management and Administration or a BCom degree.
- A minimum of 5 years of experience in a similar function
- Proven track record in supporting high performance professional teams
- In-depth experience of working in related fields
- Procurement experience.
- Exposure to team management, South African municipal law, spatial planning, physical infrastructure planning, economics, development studies, geography, economic modelling, basic statistics, trend and factor analysis, strong research background, and related national and provincial spatial planning and land management legislation are essential.
- Good knowledge of project and contract management
- MS Office and MS Project or other project scheduling tools
- Experience in infrastructure delivery and/or spatial integration
- Understanding of government priorities, systems and processes
- Strong verbal and written communication skills Proficient verbal and written communication skills in English.
- Ability to operate independently, within guidelines.
- The successful candidates must demonstrate analytical, creative and conceptual thinking skills.
- Drive for results, quality orientation, professionalism and assertiveness are essential competencies for this position.’
- Dedicated to meeting the expectations and requirements of clients by obtaining the necessary information from clients and utilises the information for the delivery of service to the client.
- Ability to work well under pressure without compromising work quality and standards.
- The ability to move past obstacles to achieve end results in an efficient and professional manner.
- Demonstrates high levels of commitment and dedication to achieving goals and objectives in a pressured work environment.
- Act without prompting, readiness to be energetic and inventive and contribute to innovative outcomes.
- Working effectively with team/work group or those outside formal line of authority to accomplish organisational goals, taking actions that respect the needs and contributions of others, contributing to and accepting consensus, subordinating own objectives of the organisation or team.
- Maintain effectiveness in varying environments and with different tasks, responsibilities, and people.
- Computer literacy: Microsoft Suite (Word, Excel, MS Project and Power Point) -
- Valid code 08 driver’s license;

Required Personal Attributes:
Achievement Orientation: Having the sustained energy and determination in the face of obstacles to set and meet challenging targets, in compliance with quality, time and diversity standards, and delivering the required business results
Flexibility: The ability to adapt to and work with a variety of situations, individuals and groups. It is about being able to think on your feet, and not being disconcerted or stopped by the unexpected.
Team Work: Working co-operatively, across cultures and organisational boundaries to achieve shared goals
Self-awareness: Understanding of your own emotions and “triggers” and how they impact on your own behaviour and/or the behaviour of others. It is also about understanding your own strengths and limitations.
Customer Service Orientation: The willingness and ability to give priority to customers, delivering high quality services which meet their needs.

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Questions after the interview:

At the end of an interview there is usually an opportunity where you can ask any questions you might have. This is a great opportunity to show the interviewer that you are interested in the position as well as the company. It is a good idea to prepare a few questions before the interview – this can be done while you are doing research on the company.

Your questions should show the interviewer that you are a good candidate for the position. Try and avoid questions that are based on your personal needs and preferences, for instance:

- How much leave will I get in a year?
- Will I be considered for promotion in my first year?
- When will I get an increase?
- What time can I leave in the afternoon?

These questions are inappropriate at this stage and will probably raise concerns on the side of the interviewer. Should you be the successful candidate then all these questions will be answered in your letter of appointment so don’t waste this opportunity by asking these basic questions.

If the position is an entry level job or very junior then you are welcome to ask questions in line with the position, for instance:

- Why did the previous person leave the position?
- What would the successful person be tasked to do in a typical day?
- How does this position fit into the department and / or company?
- Could you explain the company structure to me?
- Is there any further education assistance or support?

If the position is more senior then you can prepare question around the following themes:

- current issues that will face the successful candidate;
- inter-personal challenges in the department;
- any process, technology or people challenges that needs to be attended to urgently;
- key result areas that need urgent attention in the first few months;

The above information should get you started. Prepare a few questions so that you can show your worth. Good luck with your interview!
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