Job Description

Key Focus

This role is responsible for coordinating and managing work streams or small projects. This role could also be expected to assist business project/ programme managers plan, execute and finalise projects according to cost and time. The role incumbent could also be expected to assist project support resources with project/ programme administrative tasks and report on progress to various stakeholders. He/she will be expected to work on low complexity projects/ work streams.  

Qualification Information

• Matric +  2 years relevant experience

OR

• Matric + 3 Year Tertiary

Key Result Area

Accountability

Project Scoping

• Understand the business requirements/ brief and objectives for a project/ work stream
• Based on the project scope undertaken already, further analyse and break down the effort and agree the parameters required to deliver that work stream or small project component
• Document this in the PID if required
• Work closely with the PM or business owner to gain approval.

Change request & Change control

• Manage the integrated change control process by undertaking the following:
  • Be aware of potential changes to the baseline scope of the project that may require the initiation of the change control process
  • Understand and communicate to PM/business owner the impact i.e. time/ cost of these changes to the project
  • Initiate the change control process and get necessary approval
  • Re-baseline changes to project schedule, plan and costs
  • Ensure change log is updated.

Project planning

• Understands the business case and considers this when defining the project components, approach and key stakeholders etc.
• Establishes the target project plan. 
• Based on the completed project scope undertake required analysis to formulate and sign-off the project schedule
• Utilise the business case and project schedule to develop the PID
• Monitor, control and manage the execution of the project according to the plan. 

Quality Management

• Confirm and adhere to the quality approach to achieving quality including quality standards, controls and governances, processes and measures and build these into the project plan. 
• Execute on quality components through duration of the project.
• Correct and/or escalate non-compliance to quality components timeously. 

Project Expense & Benefits Management

Undertake sound cost management and benefits tracking and controls of the project through:

• Sound cost estimation based on effort estimation project scoping.  Refine cost options and engage with PM/ business owner to finalise the budget
• Establish a baseline to control the costs of the project throughout the project life cycle
• Track benefit metrics as agreed with PM/ business owner
• Support the business owner to update the project business case with the changing scenarios and plans. 
• Create a robust project budget. 
• Adhere to the necessary culture and processes for cost saving and efficiency through the project life cycle

Risk, Opportunity & Issue Management

•  Undertake ongoing identification, assessment and monitoring of all project risks/ opportunities/ issues to determine their relevance and impact on the project
• Communicate and create awareness of any relevant issues/ risks/ opportunity with the project team
• Facilitate a process with other stakeholders to plan and identify sound risk mitigation and contingency solutions with PM/ business owner.
• Monitor solutions to ensure their effective implementation, escalating to the PM/ business owner of necessary; update project plans if required.  

Stakeholder Engagement

•  Facilitate the development of a stakeholder management plan that will effectively engage with key stakeholders/ vendors relevant to the project over the project life cycle
• Track the execution of the stakeholder management.
  • Understand and ensure adherence to all governance structures and approval protocols for project decisions
• Plan and execute proper project communication processes/ management, within the project structure, over the course of the project life cycle including communication channels and methods that will be used to share the project performance data, project progress. 
• Ensure there is an appropriate change management plan and process followed for the project.  This either needs to be executed by the PM or co-ordinated through a Change Management resource. 

Procurement & contract management

•  Understand the terms and conditions of the vendor contracts being used on the project
  • Co-ordinate and monitor the cost, quality and delivery of work, according to the contract terms over its duration.  Escalate issues if required. 
• Undertake ongoing vendor and basic contract management at an operational level oversight for the duration of the contract on the project.  Address and escalate any issues timeously.