Generic Job Purpose:

The purpose of the position is to support all administrative functions related to the management and co-ordination of the UIF LAP project. The main job function includes but are not limited to providing the UIF LAP project team with daily administrative assistance, assist in downloading (from HR Manage) and verification of all supporting documentation per applicant for validation by the UIF, support beneficiary administration and maintaining organized and up-to-date project documentation as well as maintaining proper records and accurate project filing system.

Project Administrator – FSG UIF

Generic Job Purpose:

The purpose of the position is to support all administrative functions related to the management and co-ordination of the UIF LAP project. The main job function includes but are not limited to providing the UIF LAP project team with daily administrative assistance, assist in downloading (from HR Manage) and verification of all supporting documentation per applicant for validation by the UIF, support beneficiary administration and maintaining organized and up-to-date project documentation as well as maintaining proper records and accurate project filing system.               

Minimum Experience:

• National Diploma or similar qualification in administration.
• Minimum 2 years’ experience in administration.
• Strong understanding of administrative systems and proficiency of IT Systems.
• Knowledge of Microsoft Office package, especially Word, PowerPoint and excel.

Preferred Qualification:

Diploma in Human Resources or Relevant NQF Level 05

OUTPUTS

KEY PERFORMANCE AREA 1 (50%): PROVIDE ADMINISTRATIVE SUPPORT TO UIF LAP TEAM

• Support the admin manager, project coordinators and the UIF LAP project with daily administrative assistance.
• Maintain proper records of attendance registers, induction declarations, Opportunity Registration Forms, and other project documents.
• Maintain accurate databases for beneficiaries.
• Maintain accurate project filing system (electronic and hard copy).
• Arrange accommodation and logistical support for staff during site visits and provincial engagements.
• Assist with scheduling meetings, workshops, and project activities.
• Ensure that all beneficiary data is accurately stored and archived for future use.
• Oversee beneficiary administration and maintaining organized and up-to-date project documentation.
• Verify and cross check data for accuracy and consistency.
• Support with project reports by providing accurate data sets.
• Receive, verify, and file beneficiary documents
• Liaise with and engage internal and external stakeholders relating to project administration
• Attend meetings with project team and other stakeholders as and when required.
• Generate minutes of meetings and distribute.
• Manage travel arrangements/ bookings, etc. for the project team members
• Provide project administration support when required and assist colleagues whenever necessary.

KEY PERFORMANCE AREA 2 (35%): OFFICE ADMINISTRATION AND SUPPORT

• Coordinate office activities and operations to secure efficiency and compliance to company policies.
• Coordinate all office activities and responsibilities including making bookings for
• Setting up and maintaining filing systems, including the internal document management system.
• Manage phone calls and correspondence.
• Track stocks of office supplies and order placements.

KEY PERFORMANCE AREA 3 (15%): GENERAL

• Create individual and team ownership for decisions, plans and strategies by collaborating with and empowering subordinates.
• Promote and foster a team culture consistent with group values.
• Motivate colleagues and create an organisation-wide learning enabled environment.
• Embrace diversity and drive the Employment Equity strategy within area of responsibility.
• Engage with various stakeholders across the business to drive communication and collaboration.
• Ensure all petty cash reconciliations and expenditure is submitted within 24 hours of completion of travel.
• Compile and submit travel authorisation and meal allowance requests to project management at least 7 days prior to trip.

COMPETENCIES

• Willingness to learn
• Building Relationships
• Adjusting to Change
• Driving Success
• Giving Support
• Evaluating Problems
• Communicating Information
• Development of self and others
• Internal and external customer focus

SKILLS

• Administrative skills
• Computer literacy (MS Office Suite)
• Communication skills and good writing skills
• Organised, versatile, flexible and proactive
• Ability to prioritise and multi task
• Reliable and punctual
• Telephone etiquette
• Be a fast learner
• Work well under pressure and with minimum supervision
• Be a team player
• Ability to work independently and under pressure in a project-based environment.
• Ethical, professional, and quality-driven approach.