MURP Administrative Support Officer

Purpose of the Job

The Administrative Support Officer provides effective administrative, coordination, documentation and secretariat support to the MURP Programme Management Office and relevant stakeholders. The role supports sound programme governance by maintaining accurate records, coordinating meetings and reports, tracking decisions and actions, supporting procurement and payment administration, and ensuring that programme information is organised, current and accessible.

Minimum RequirementsMinimum Qualifications

• A National Diploma or Bachelor’s Degree in Administration, Office Management, Business Administration, Project Administration, Project Management or a related field.

Minimum Experience

• A minimum of 5 years’ relevant experience in programme or project administration, office administration, secretariat support and support to senior managers or executives.
• Sound knowledge of administrative procedures, document management, meeting administration, records management and office coordination practices.
• Experience working in multidisciplinary teams and engaging with internal and external stakeholders
• Experience supporting procurement, contract administration, invoice processing and governance documentation will be an advantage.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook and project or document management tools.
• Proven ability to prepare accurate minutes, action lists, project or programme progress reports, presentations and governance packs.

Desirable Requirements

• Project administration, project management or records management training or certification, such as PMBOK, PRINCE2 Foundation or an equivalent methodology-based qualification

Key Performance Areas1. Programme Administration

Provide programme and project administration support, including:

• Prepare, update and maintain programme plans, project schedules, registers and related documentation.
• Schedule programme activities and meetings, prepare agendas, record minutes and maintain action logs.
• Track decisions, deliverables and action items, and follow up with responsible parties to support timely completion.
• Maintain evidence of project commissioning, handover, acceptance and sign-off where applicable.
• Monitor programme and project progress in liaison with project sponsors, owners and leads.
• Prepare and consolidate programme performance reports, presentations and submissions for governance structures.
• Update scope-change, risk, issue, decision and document registers in line with programme governance requirements.
• Maintain organised project files, document libraries and records in accordance with approved filing, retention, audit and reporting requirements.
• Support procurement, contract administration and invoice processing by compiling documentation, tracking approvals and liaising with relevant support functions.

2. Communication Facilitation and Coordination

• Coordinate meetings, updates and communication channels to support alignment between programme teams, governance structures and stakeholders.
• Distribute approved programme information, updates, reports and feedback through agreed channels to promote transparency and stakeholder engagement.

3. Administrative Support

• Schedule appointments, arrange meetings, collect visitors from reception and organise refreshments.
• Responsible for document flow in and out of the business unit offices.
• Develop and maintain advanced record-keeping (manual/electronic) and filing systems.
• Perform administrative and secretariat duties, including drafting correspondence, typing, editing reports and preparing presentations.
• Arrange local and international travel, accommodation and related claims in line with applicable policies.
• Support the preparation, alignment and monitoring of performance scorecards, dashboards and implementation trackers.
• Coordinate information requests for project audits and follow up on action items.
• Coordinate and support the preparation of reports, packs and submissions for the Oversight Committee, Advisory Committee and other governance forums.

4. Stakeholder Engagement

• Assist the unit in maintaining relationships and networks with external stakeholders, partners, and clients.
• Maintain stakeholder contact lists and support communication with internal and external stakeholders, partners, funders and municipalities.
• Provide administrative support for contracts, memoranda of agreement, terms of reference, submissions and approval processes required by governance structures.

5. Documentation and Reporting

• Create, update and maintain programme documentation, including progress reports, status updates, registers, minutes and decision records.
• Organise, store and retrieve project documents through approved document management systems and naming conventions.
• Maintain version control, document quality and audit-ready records to support accurate and current programme information.

Key Measurements of Outputs

• Programme meetings scheduled, agendas distributed, minutes issued and action logs updated within agreed timelines.
• Action items, decisions and deliverables tracked accurately, with overdue items escalated appropriately.
• Programme records, registers and document libraries maintained accurately, completely and in line with retention and audit requirements.
• Programme reports, submissions and presentations prepared accurately and submitted within agreed deadlines.
• Procurement, contract and payment documentation processed accurately and in accordance with applicable policies and delegations.
• Stakeholder information distributed through approved channels with queries and information requests responded to within agreed service standards.
• Travel, diary, meeting logistics and office administration delivered efficiently and in line with organisational policies.

Behavioural Competencies

a) Customer Service Orientation

• Tries to understand the underlying needs of customers and matches these needs to available or customised products and services.
• Adapts processes and procedures to meet ongoing customer needs.
• Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
• Thinks of new ways to align offerings with future customer needs.

b) Self-Awareness and Self-Control

• Withholds effects of strong emotions in difficult situations.
• Keeps functioning or responds constructively despite stress.
• May apply special techniques or a plan of time to manage emotions or stress.

c) Strategic and Innovative Thinking

• Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
• Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.

d) Driving Delivery of Results

• Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
• Commits significant resources and/or time to ensure that challenging goals are achieved, while also taking action to mitigate risk.

e) Teamwork and Cooperation

• Acts to promote a friendly climate and good morale and resolves conflicts.
• Creates opportunities for cross-functional working.
• Encourages others to network outside of their own team/department and learn from their experience.

Technical Competencies

a) Solutions Focused

• Identifies standard problems based on a range of factors, most of which are clear.
• Identifies alternate solutions, considering applicable precedents.
• Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
• After implementation, evaluates the effectiveness and efficiency of solutions.

b) Planning and Organising

• Uses time management procedures effectively.
• Can exercise independent judgement regarding all planning and organising issues.
• Uses specialised software to plan and manage own time.
• Plans and manages multiple priorities and deadlines.
• Uses effectively advance time management processes to deal with high workload and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals promptly, despite obstacles encountered, by organising, reprioritising, and replanning.

c) Data Collection and Analysis

• Understands where to locate internal data/information.
• Is able to collect and collate simple/readily available internal data.
• Can perform routine analyses according to protocols developed by others.
• Basic knowledge of statistical theories and methods.
• Distinguishes information that is not pertinent to a decision or solution.

d) Reporting & Communication

• Prepares both standard and non-standard reports to time and quality standards.
• Collate and analyses readily available data for inclusion in a report.
• Designs / customises reports to meet user needs.
• Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
• Keeps standard reports under review and proposes improvements to meet user needs.

e) Computer Literacy

• Is aware of the organisation’s policies related to the use of computers and other technology.
• Applies the basic functionality of common software, such as word processing systems, to complete assigned tasks.
• Generally, knows how to use and maintain own office/workplace equipment.

f) Written Communication

• Writes clearly and concisely simple work-related documents.
• Expresses simple ideas clearly in writing.
• Understands enough to independently handle most tasks in this area most of the time but is supplied with direction for work objectives.

g) Verbal Communication

• Able to explain simple procedures or instructions to others in a clear way.
• Uses a limited range of words to meet simple spoken needs.

Queries

For more information on this role, contact Nolonwabo: 083 651 0569

Pay: From R306 000,00 per year

Work Location: In person