Location:
Midrand, Gauteng
Position Overview
The Infrastructure Fund (IF), established as announced by the President in September 2018, serves as a dedicated blended financing facility for infrastructure projects. Its objective is to reform the financial provisioning of public infrastructure through the integration of public, private, and development finance resources. This initiative aims to support the financing of hybrid infrastructure projects.
The Infrastructure Fund’s mandate is outlined in a Memorandum of Agreement signed on 17 August 2020 between the National Treasury, Infrastructure South Africa (ISA), and the Development Bank of Southern Africa (DBSA).
The Project Administrator plays a key role in providing comprehensive project and administrative support to the Infrastructure Fund Division.
Key Responsibilities
1. Project Administration
- Support project sponsors, owners, and leads with end-to-end project administration.
- Assist in the development, updating, and execution of project plans using methodologies like PMBOK or Prince2.
- Coordinate and schedule project activities and meetings; record and distribute meeting minutes and action items.
- Track and follow up on project deliverables and milestones.
- Administer contractor/vendor payments and validate invoices.
- Manage project budgets, forecasts, and cost reporting.
- Generate regular progress updates, dashboards, and performance reports.
- Prepare documentation for Steering Committees, Executive Committees, and the Board.
- Maintain project files and ensure proper documentation in accordance with best practices.
- Facilitate procurement processes and ensure compliance with standards and procedures.
- Create and maintain a project information repository.
- Provide administrative support in contract management and project reporting.
2. Team Administration
- Manage calendars and appointments for the Chief Investment Officer (CIO IF), Heads, and Specialists.
- Coordinate internal and external meetings, including reception of guests and logistics.
- Handle document flow, phone calls, and general office queries for the CIO and Heads.
- Maintain electronic and physical filing systems.
- Prepare reports, correspondence, presentations, and handle high-level administrative tasks.
- Arrange travel and process related expense claims.
- Organise team events, strategy sessions, and other functions.
- Manage procurement administration, performance tracking, and budgeting processes.
- Support audit coordination, risk management tasks, and report preparation for various governance forums.
3. Stakeholder Engagement
- Support stakeholder engagement and maintain strong relationships with clients and partners.
- Develop and manage a stakeholder database.
- Assist in the preparation and presentation of client plans and development forecasts.
- Provide administrative assistance in project pipeline approvals and governance processes.
- Assist with relationship management throughout the project lifecycle.
- Engage with internal and external high-profile stakeholders and support related administrative duties.
Key Performance Indicators
- Effective execution and administration of projects and programmes.
- Accurate scheduling and diary management.
- Efficient office and document management.
- High-quality, timely meeting documentation and follow-up.
- Organized, accurate record-keeping and reporting.
- Clean audit outcomes.
Key Internal Relationships
- CIO: Infrastructure Fund
- Heads and Specialists: Infrastructure Fund
- Infrastructure Fund Team
- DBSA Executives and Staff
Key External Relationships
- Service Providers
- Stakeholders and Clients
Qualifications and Experience
Minimum Requirements:
- National Diploma in Administration, Project Management, or equivalent.
- At least 5 years’ experience supporting senior executives in project administration and management.
- Strong knowledge of administrative protocols and organizational practices.
- Experience working with multidisciplinary teams and in supply chain environments.
- Proficiency in project methodologies such as PMBOK or Prince2.
- Advanced MS Office skills (Excel, PowerPoint, Word, Outlook, MS Projects).
- Experience preparing reports and presentations for senior stakeholders.
Preferred:
- Bachelor’s degree in Administration or Project Management.
Technical Competencies
- Project Management: Solid understanding and application of project management tools and techniques.
- Solution-Oriented Thinking: Ability to propose practical, effective solutions.
- Planning & Organisation: Skilled in managing tasks, priorities, and time under pressure.
- Attention to Detail: Committed to accuracy and quality in deliverables.
- Reporting & Communication: Strong reporting skills and ability to customize communication.
- Presentation Skills: Adept at presenting complex content clearly and engagingly.
- Technology Proficiency: Comfortable using various business and project management software tools.
Personal Attributes
- Customer Focus: Proactive in meeting and anticipating stakeholder needs.
- Emotional Intelligence: Maintains composure and professionalism in high-pressure situations.
- Strategic Mindset: Thinks creatively and innovatively to solve problems and add value.
- Results-Driven: Sets ambitious goals and ensures successful execution.
- Team Collaboration: Fosters teamwork and encourages cross-functional engagement.
