Main purpose of the job
To provide high-level planning and portfolio management support to the Director and Projects
Specifically in the areas of support on grants and contract management and reporting, Human Resources planning and management, Operational oversight, and support for infrastructure planning and development
Location
Ward 21 CRS - 22 Esselen Street, Hillbrow, Johannesburg
Key performance areas
Strategic Financial and Human Resources Management
Provide long-range financial, grant, human resources and infrastructure planning to ensure efficient project delivery over the full project life-cycle
Assist with securing new business and grant applications by active involvement and collation of information required to write and complete grant applications
Ensure compliance with donor reporting and preparation of quality reports
Monitor project expenditure and burn rate, identify areas of over and underspend and provide guidance on mitigation and/or correction as required
Project Management
Conduct ongoing financial analysis, risk assessment, and forecasting to ensure effective project delivery
Ensure sound full function project management principles are applied across all projects for the entire life cycles of projects thereby enabling the effective management of all projects within the portfolio
Maintain current project tracking tools to provide technical line of sight reporting on all key project deliverables
Create, implement and maintain viable project tracking tools that will enhance and enable efficient project delivery methods
Coach and guide managers within the project scope around areas of deficiency and rehabilitation in respect of project deliverables
Operations Management
In conjunction with Human Resources and the respective line manager, guide and manage the recruitment, selection, and on-boarding processes for new team members
Ensure project orientation is formally conducted with all new starters inclusive of an on-the-job training plan
Actively engage with grants management and HR representatives to build systems to ensure routine, regular and timely inputs are received from these groups to enable project delivery
Actively engage with the Facilities team within Operations to ensure all maintenance requirements of the clinical research sites, and any expansion of such sites are effectively managed
Provide logistical, administrative, and procurement support to ensure all team members have sufficient working stations and work tools to enable rapid start-up of new starters and new projects
Develop, implement and maintain a portfolio management system that ensures standardization of procedures and ready access to information for staff to ensure high performance of teams
Staff Management
Provide sound coaching and empowering of the respective teams as skills needs and/or deficiencies are noted
Ensure that staffing and human resource planning takes place in accordance with the BCEA and the unit’s needs utilizing the daily attendance registers and finger-print system
Ensure all team members comply with monthly Time Sheet submission requirements in line with Company practice
Ensure that leave is managed in accordance with the leave policies
Ensure that documented staff performance discussions take place on a monthly basis for all direct reports and that Performance Appraisal discussions are concluded annually
Ensure that Corrective action is issued in line with the code of conduct and in consultation with the HR department as required
Supervise and manage the duties of subordinates
Ensure that all employees are developed to their full potential
Coordinate, run, and participate in team meetings as required and further attend the Unit’s monthly senior management and Exco (Leadership) meetings if required
• Effective self-management and performance ownership
Take ownership and accountability for tasks and demonstrate effective self-management
Follow through to ensure that quality and productivity standards of own work are consistently and accurately maintained
Maintain a positive attitude and respond openly to feedback
Take ownership for driving own career development by participating in ongoing training and development activities such as workshops, forums, conferences, etc.
Required minimum education and training
BCom Accounting or Business Administration
Desirable additional education, work experience, and personal abilities
Comprehensive financial and Contract operations experience
Knowledge of USAID and/or NIH donor requirements and regulations
Demonstrated MS Office skills including advanced MS Excel skills and understanding of accounting packages
Proven track record of full function project management across multiple projects concurrently, across all life stages of project management
Sound track record of developing and administering effective organizational policies and procedures in diverse environments
Results-driven, with proven success in building strong, lasting relationships with managers, associates, and clients
Ability to work independently
Required minimum work experience
8 – 10 years working experience, of which a minimum of 5 years should be at a Senior Project Manager
