Objective of this Scope of WorkThe main purpose of this position is to provide and perform general project administrative support functions to ensure the smooth running of Data Centre Strategy implementation; provide coordination services to the Project Manager, Workstream Leads and key Stakeholders.Scope of Services DefinitionThe scope will include but will not be limited to:The purpose of the project is to implement phase I of the Company Data Centre Strategy. Phase I consists of the following components:3rd Electronic Copy of the BackupArchitecture Designs for networks, storage, integration, databases, and servers for the systems in scope (Tier 0 and Tier 1) but would exclude Application DesignsGoing to market for the selection of a hosted Data Centre(s)Identify Cloud candidates and develop a Cloud Policy.Analyse the current IT landscapePeople Change ManagementMigration of infrastructure from the current Disaster Recovery Data Centre to the new Collocated Data CentreKey responsibilities:Provide the following Project Administration Services to the Data Centre Strategy Implementation Project:To assist in compiling and maintaining mandatory project documentation (for example information relating to project charter, business case, project plan, change request) to ensure project compliance in terms of Project Management Office (PMO) standards and procedures.To collate and manage project information and reports to ensure that relevant stakeholders are adequately informed of Project status.To liaise with various stakeholders (internal and external) throughout the project life cycle to maintain effective communication on all matters relating to the Project.To assist in maintaining the project schedule, highlighting deviations to ensure that project timelines are adhered to, and allowing for planning adjustments.To maintain relevant project document repositories (internal and external) to ensure that project information is accessible to all stakeholders and available for audit purposes.To perform quality assurance on project artefacts.To schedule meetings, consolidate information for meetings, take minutes and ensure that actions are logged and followed up timeously.To act as the secretariat function for Steering Committee Meetings.To record, update and maintain lessons learnt, risks, issues, and action logs to allow management of project risks by the Project Manager.To document and follow up on project activities in the absence of the Project Manager in order to ensure continuity.To maintain the financial information in order to keep track of payments. This includes liaising with vendors and the department's financial management section to ensure timely payment of invoices.To perform budget monitoring activities, and coordinate budgeting, reporting, and forecasting activities on behalf of the Project Manager.Coordinate project events in support of the smooth running and delivery of project objectives.Minimum Qualification Required:A Higher Certificate (NQF 5) in Project Administration or Project Management.CAPM certification.Minimum Experience Required:Minimum of 8 years' experience in a project administration environment.Experience in project cost management, contract, and service management.Exposure on a complex, multi-dimensional project.Power-point and Presentation Skills – This is required for Steering Committee Secretariate Services.Additional requirements Include:Analytical and problem-solving skills.Time management skills.Drive for results.Verbal and written communication skills.Service and stakeholder focus.Quality assurance knowledge and skills.Project planning knowledge and skills.Project legislation and governance, risk and compliance knowledge and skills.Project information management knowledge and skills.Project reporting knowledge and skillFlexibility; andTeamwork.
