Overview
Project Assistant Jobs in City of Johannesburg, Gauteng, South Africa at Malander Careers
Title: Project Assistant
Company: Malander Careers
Location: City of Johannesburg, Gauteng, South Africa
Malander is seeking to appoint a Projects Assistant to provide administrative support on the implementation of company programmes. This is a fixed term position for 12 months (3 months' probation).
Duties and Responsibilities:
Administration
- Coordinate, maintain and update electronic calendar for the Programmes & Finance coordinators and ensure timely execution of project activities within agreed timeframes according to project workplans
- Coordinate internal projects meetings and biweekly projects meetings with donors
- Assist with managing internal projects' deadlines for reporting purposes and for the purpose of keeping projects documentation up to date
- Be responsible for notes taking in meetings and pictorial documentation to support adequate reporting for company activities including consolidating documentation for reporting
- Complete bid documents and assist with proposals for funding opportunities
- Some limited bookkeeping functions may be required
Travel
- Coordinate all travel and accommodation requirements for the projects team and consultants and any other stakeholders as required by programme activities (training, site visits, events, meetings, etc.)
- Consolidate travel and expense claims related to projects
- Ensure that all travel arrangements and claims meet the standards and requirements as set in the company Travel Policy
Document Management and Record Keeping
- Ensure efficient record keeping and filing of all relevant material
- Ensure efficient filing of project materials on online storage upon completion of workshops and events
Events Management
- Provide administrative support in organising a series of training activities with Entrepreneurs, Business Development Service Providers, and external service providers such as hotels and printing shops
- Organise and facilitate preparations, logistical, secretarial, and other arrangements for meetings, workshops, etc.
- Contribute to successful execution of all events hosted by the company by following standard operating procedures for event management
Communication
- Liaise with donors, project partners and service providers and respond to emails received
- Liaise with project partners and sub-contractors
- Create and maintain positive, professional and trusting working relationships with colleagues
- Facilitate communication between relevant internal and external stakeholders
- Identify networking opportunities for purposes of expanding client activities or programmes
Programmes and Finance Support
- Keep record of all consultants that are working on projects, once agreed deliverables are completed and ensure payment is made on completion of deliverables
- Support the preparation of narrative and financial donor reports, including consolidation of all supporting documents
- Be available to support offsite projects during programme implementation where necessary or required
Minimum Requirements
- Undergraduate Qualification (Diploma or Bachelors) in the field of Administration studies, project management or related field/s
- Understanding of Environmental studies, Development studies would be an added advantage
- 2–4 years' experience in a similar role
- Fluency in English is essential and proficiency in any other of South Africa's official languages is an advantage
