Programme Coordinator (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 support to urban municipalities towards the coordination of planning, funding, implementation and monitoring the National Treasury’s Neighbourhood Development Programme Grant and Project Preparation Facility.
The coordination and management will be performed through the chain of assessment, service provider procurement, quality control, budget and cash flow management, payment management. The programme Coordinator will work closely with, and interact frequently with client municipalities, Professional Service Providers, government departments (municipal, provincial and national), public institutions and other stakeholders.

Key Responsibilities:
1.Programme Coordination and Delivery:
- Successful coordination and management of the cities – PPF for selected municipalities in accordance with the UNS.
- Managing and coordinating day-to-day operational aspects of projects/programmes and action plans in terms of timeframes, quality and budget;
2.Project Preparation support to client/targeted municipalities;
- To ensure optimum delivery of projects and action plans through efficient, effective participation and active plans in terms of timeframes, quality and budget;
3.Professional Service Provider (PSP) panel management;
- To utilize the technical skills of a panel of service providers dedicated to provide technical assistance and support to municipalities via the programme;
- To attend to the appointment of technical experts and advisors of the panel to provide the identified support to municipalities and relevant national departments;
4.NDPG Programme Coordination;
- To assist with the coordination and facilitation of capacity support. Capacity support will be developed and implemented through a network of partners via implementation programmes as agreed with the municipalities;
- To ensure adherence to the terms and conditions outlined in the Service Level Agreement with the selected municipalities;
- To monitor impact of the implementation of then new policies, procedure and systems;
- Support municipalities with cash flow predictions for technical assistance and capital construction;
- Coordinate contractor claims and report NT
- To assist with identifying specific needs for the municipalities so as to coordinate and manage technical assistance to accelerate , support and strengthen service delivery, management capacity and system of cities;
- To assist Programme Manager to address elements of the programme with advice and guidance concerning inter alia strategic spatial planning area based planning, economic analysis of the urban structure including urban hubs, economic corridors, activity corridors, primary and secondary transport links and catalytic economic developments;
- To identify opportunities for investment facilitation by DBSA and communicate it to the relevant DBSA officials;
- To establish and maintain sound relationships with stakeholders where applicable;
- To coordinate, manage and ensure adherence to the terms and conditions outlined in the Service Level Agreements between Professional Service Providers and metro’s and municipalities;
- To coordinate and manage the receipt and payment of invoices;
- To attend meeting, coordinate and manage progress reports of service providers, and compile own progress reports;
- To coordinate and manage contract management and processing of claims from service providers;
- To execute any other related matter referred for attention and reporting.
5.Financial Management and Fund Administration;
- Invoice verification and vetting for payment;
- Budgets, funding and cash flow planning and spend monitoring for the specific grant allocations (NDPG Technical Assistance and Capital Grants and Project Preparation Facility Fund) and recommendation to NT;
- To ensure legislative compliance ion relevant issues;
- To create and execute project work plans to revise these as appropriate to meet needs and requirements as per the agreed upon scope;
- Monthly reporting variances.
6.Resource Management;
- The effective and optimal use of available resources to achieve the defined objectives of any task group, or project which are allocated and required for the successful implementation of the programme.
7.Performance Management;
- To compile an annual performance plan for the execution of the role of Programme Coordinator, and to compile and submit regular monthly progress reports.
8.Team Participation and Relationships;
- Coordinate and manage municipal processes, as well as Professional Service Providers;
- Assist the teams who will be involved in each metro and municipality’s programme, planning, budgeting, resource management and execution of responsibilities;
9.Risk and Opportunity Management;
- Identify, categorise and rank the risks and opportunities according to impact (environmental, social, financial, market risks, spatial, physical infrastructure etc.);
- Manage and mitigate operational and strategic risks;
- Develop a short term strategy for execution of risk assessments and categorization and mitigation measures thereof;
- Ensuring compliance and relevant legislative requirements and processes.
10.Manage Changes;
- Understand the implications of deviation from work plans and deadlines;
- Build flexibility in programmes/project arrangements in order to deal pro-actively with unexpected changes and demands;
11.Governance;
- Adhere to protocols, policies and guidelines (DBSA, NT and Municipal clients);

Expertise & Technical Competencies:
Minimum qualification for the post:
- At least a Bachelor’s Degree in Civil Engineering or Town Planning with exposure to project management, team management, local government infrastructure and financing, spatial planning, physical infrastructure planning, transport 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.
Registration with / membership of the following:
- Engineering Council South Africa.
- A minimum of 7 years’ experience in terms of the above job function.
- Knowledge of municipal physical infrastructure planning and implementation;
- Good knowledge of governance processes, procedures, policies, legislation, with specific focus on the municipal environment.
- Knowledge of monitoring and evaluation
- Knowledge of economic development.
- Knowledge of cash flow planning.

Required Personal Attributes:
- Must be detail oriented, possess exceptional organizational and follow through skills, have the ability to multi-task, and manage the demands of simultaneous processes while still operating with a sense of urgency and thoroughness.
- Must be capable of managing multiple work priorities effectively, in order to meet tight deadlines is a must.
- Must have previous experience working in a project management or coordination capacity.
- Must have the ability to work as part of a team, and provide flexible and efficient service.
- A high attention to detail is of utmost importance.
- Must have strong verbal/written communication skills.
- High standards of professionalism, integrity, attention to detail and customer orientation competencies are essential for this position.

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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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