Key Responsibility Areas: 
Programme management support: 
 Review the overall functioning of the PMO Administration and Support 
 Assist with developing policies and procedures to facilitate the effective running of the various projects and programmes – specifically of the Command Centre 
 Support and coordinate the project deliverable of the PMO team 
 Assist in managing the Project Tracking tool and Dashboard updates 
 Ensure that the policies and procedures are aligned with the broader HDA policies and procedures 
 Ensure communication regarding related the policies and procedures across the projects
 Assist the Manager with the coordination of project deliverables 
 Assist with monitoring and reporting on the status of projects 
 
Document management: 
 Facilitate the gathering of relevant information and reports of the department 
 Assist with the collation and the setting up of the department’s budget 
 Provide support and minute taking in all relevant meeting (internal and external) 
 Monitor and update stored information and data and provide monthly status reports 
 Ensure all filling of all relevant departmental documents are managed, maintained and monitored 
 
Financial:
 Collect and collate financial information from department and projects 
 Prepare draft financial reports for review and confirmation by Manager 
 Review allocations and ensuring accurate financial reporting for PMO 
 Liaise with Finance Division to ensure appropriate and accurate financial reporting and budgeting 
 
Administrative support: 
 Provide general administrative support to the Manager: Administration and Operations PMO including: 

• Preparing monthly and quarterly reports 
• Researching and preparing required documentation as necessary 
• Developing and implementing appropriate administrative systems to facilitate improving overall PMO department efficiency 
• Assisting with establishing end- to end processes and systems to ensure an efficient department 
• Supporting the Manager and team with administrative requirements 
• Minute taking in all relevant meeting 
• Reporting collation for the team on a monthly basis 
• Assist with coordination and logistics of all internal meeting for Manager 
• Provide administrative support and assistance to Managers and team 

 Provide operational and administrative support to the PMO office and Manager 
 Maintaining a diary and meeting schedules for management 
 Liaison and facilitation of relationships with stakeholders including service providers
 Sourcing and booking venues and meetings rooms when required 
 Ensure set-up for critical meetings are in order i.e. tools, documentations, projectors etc. 
 Drafting, receiving and routing documents, ensure follow ups and distribution of relevant documentation (agenda’s, minutes, report, presentations etc.) for meetings as required 
 
Requirements:
 Grade 12 or equivalent senior certificate 
 A relevant admin or business administration qualification (National Diploma) 
 Five years’ related experience in similar role 
 Competent in MS Office package, Outlook, Excel, PowerPoint, Project and Word 
 Experience in basic management