Ops Spec: Programme & Project Admin

Business unit, Department, Reporting

Core Description

Responsible for coordinating the set-up of key meetings for the Strategic Project Management Office, tracking attendance and providing administrative support for the meetings including reading pack preparation, meeting note taking and action tracking. The incumbent will also be responsible for preparing and circulating reports on strategic projects as required.

Key Deliverables / Primary Functions

• Prepare meeting packs, format and proofread documents and reports prior to circulation to key stakeholders
• Provide support for regular and ad hoc meetings (manage agendas, organise meeting notes, and follow-up on action items)
• Assist with follow-up and receipt of project documentation
• Provide any applicable training and on-boarding to Strategic Project Office ways of working.
• Participate in project closeout including collation of lessons learned for timely completion and record keeping
• Set up and manage a Teams Site for Project documentation and ensure all documents are scanned and filed in electronic form prior to project completion
• Coordinate all event planning for the Strategic Projects Office
• Support preparation of motivation Memos for procurement, create POs and PRs and take accountability for reconciliation of expense against provisioned budget

Core Functional Skills & Capabilities

Core Behavioural Competencies

Minimum Qualifications

Additional Education -Preferred /Advantage

Experience

• 3 years’ relevant experience in business administration

      or

• 5 years’ relevant experience in business administration

Certifications

Professional Memberships in Relevant Industry

Level of Engagement & Span of Control

Internal to the business.

Special Requirements / Employment Condition

Workplace / Physical Requirements