Purpose
The Project Officer provides administrative, financial administration, and data control support to the IPMO. The role ensures the smooth day-to-day functioning of the Office by supporting the Director, Senior Project Managers, and project teams with office administration, purchase orders, reconciliations, debtor-type administration, accurate data capture, document control, records management, and reporting for the 2026–2030 Infrastructure Development Plan.
Minimum Requirements- A bachelor’s degree (NQF7) in Office Administration, Business Administration, or a related field
- A minimum of three (3) years’ experience in an administrative or office support role, preferably within a project management, technical, or construction environment.
- Experience supporting senior management or working in a busy office environment will be advantageous.
- Experience in AutoCAD or similar applications, Risk Associated with Records Management, and using SharePoint for project management
- Proficiency in the Microsoft Office suite.
Recommended Requirements- Experience in financial administration and data control, including purchase orders, invoice processing, reconciliations, debtor-type administration, data capture, records management, reporting, and the use of financial or enterprise resource planning systems,
Duties
- Administrative and Secretariat Support
- Provide administrative support to the Director and project management staff, including diary management, correspondence, and travel arrangements.
- Schedule and coordinate meetings, prepare agendas, record minutes, and follow up on action items.
- Manage incoming and outgoing correspondence, including emails, letters, and reports.
- Maintain administrative and project-related filing systems.
- Order and manage office supplies and equipment for the IPMO.
2. Project Coordination Support
- Assist with the preparation and formatting of project reports, presentations, and submissions.
- Coordinate meetings with contractors, consultants, and stakeholders, including logistical and venue arrangements.
- Track and follow up on outstanding actions, approvals, and documentation from project teams.
- Assist with collating documentation for procurement processes, tenders, and contracts.
3. Financial Administration and Data Control
- Administer more complex financial transactions, including the preparation and processing of purchase orders, invoice tracking, payment follow-ups, reconciliations, and expenditure monitoring.
- Perform debtor-type administration, including maintaining records of amounts due, following up on outstanding payments or recoveries, reconciling debtor-related information, and ensuring accurate supporting documentation.
- Capture, verify, and reconcile financial information on relevant University systems, ensuring accuracy, compliance with internal controls, and timely submission for approval.
- Perform data controller functions by capturing, validating, updating, and maintaining accurate project, financial, procurement, and administrative data on approved University systems and registers.
- Monitor data completeness, accuracy, version control, and supporting documentation to ensure reliable reporting, audit readiness, and compliance with university record-keeping requirements.
- Prepare routine data extracts, registers, reconciliations, and summary reports to support project monitoring, financial tracking, procurement follow-up, and management decision-making.
- Support leave administration and maintains attendance records for Office staff.
- Assist with recruitment logistics, onboarding, and induction administration for new staff.
- Maintain asset registers and support stock-taking processes for the Office.
- General Office Management
- Serve as the first point of contact for visitors and general enquiries to the Office.
- Coordinate logistics for Office events, workshops, and training sessions.
- Support compliance with university policies and procedures relating to administration and record-keeping.
- Perform other administrative duties required to support the effective functioning of the IPMO.
Enquiries can be made via email at [email protected]
Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment
Women and people with disabilities are encouraged to apply.
Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.