JOB PROFILE. Manager: CEO s Office (Project Management, Procurement and Support Services) JOB SUMMARY

Transcription

1 JOB PROFILE Job Title: Unit: Job Grade: Reporting to: Manager: CEO s Office (Project Management, Procurement and Support Services) Directorate D Lower Low CEO JOB SUMMARY The Manager: CEO s Office (Project Management, Procurement and Support Services) will be responsible for driving organisational projects by co-ordinating and monitoring inter-departmental activities to ensure successful completion of the projects. This will be from project inception through planning, implementation, evaluation and conclusion. The incumbent will strive towards successful completion of projects on time and within budget allocations and their constraints. The position also focuses on the procurement side of the Campaign s membership by developing a credible database of products and services of both accredited and non-accredited Proudly South African members. The incumbent will be responsible to sell this database to the 3 Tiers of Government, State Owned Enterprises and Agencies, Organised Business, Community Partners and Organised Labour. The incumbent will also provide professional and administrative support to the office of the CEO and stand in a as Executive Personal Assistant to that office whenever required. ACCOUNTABILITY The Manager to CEO s Office will directly report to the CEO and any other person designated by the CEO from time-to-time

2 JOB DESCRIPTION Essential tasks, duties and responsibilities: 1. Management, development, planning, implementation, review, evaluation, reporting and conclusion of the projects including securing resources and necessary budget. 2. Oversee and direct the strategic Information Systems Plan, development of business requirements, development of functional and program specifications, rational database design, programming, testing, implementation and documentation for applications. 3. Develop the project management approach including training needed for the project team, reporting structure of the project, frequency of interaction between managers and resources, the number and frequency of team meetings, and the need for and the extent of involvement of external project stakeholders. 4. Outline the responsibilities of different parties including customers, management, project team, vendors, and other stakeholders. 5. Providing leadership and management to the project teams. 6. Manage all aspects of projects through cross-functional teams-including meeting time lines, costs targets, quality requirements, and budget constraints. 7. Consults and reviews with management project proposals to determine time frame, funding limitations, procedures for accomplishing the project, staffing requirements, and allotment of available resources to various phases of the projects 8. Develops project plans specifying goals, strategy, staffing, scheduling, and identification of risks, contingency plans and allotment of resources for each phase of the project 9. Identifies and schedules project deliverables, milestones, and required tasks 10. Monitors and coordinates activities of project team members to ensure project progresses on schedule and within prescribed budget 11. Prepare project status reports and keeps management, clients, and others informed of project status and related issues 12. Design and implement a Dashboard Reporting System 13. Develop a credible database of products and services of both accredited and non-accredited Proudly SA companies. 14. Extensively sell this database to the 3 Tiers of Government, State Owned Enterprises and Agencies, Organised Business, Community Partners and Organised Labour. 15. Working closely with Membership and Compliance department, ensures that the membership database is updated accurately and compliant to Local Content requirements and other Proudly SA criteria.

3 16. Engage on a vigorous recruitment drive to register non-accredited local product/services to the membership database. 17. Lobby all levels of government, statutory bodies and members regarding supporting Proudly SA membership database in their procurement. 18. To provide comprehensive professional support service to the CEO in all aspects relating to efficient and successful operation of the CEO s office. 19. Managing the schedule of the CEO. Ensure that all internal meetings involving the CEO are properly planned, with background material collated beforehand and ensuring that appropriate time is allotted for such material to be analyzed by the CEO, including the flagging system 20. Ensure that timely follow-up action is taken and that the CEO commitments and agreements are appropriately actioned and met 21. Coordinate all travel arrangements including flights, car rentals and accommodation. 22. Performs miscellaneous other appropriate duties as assigned. JOB SPECIFICATION Minimum Requirements Qualifications Experience Professional Registration Necessary for position Relevant post-matric qualification in Project Management or similar qualification Office Administration and Budget Management training/exposure 3-5 years of Project Management 3 years in Membership-based business environment 3-5 years Office Management Prince II Accredited Knowledge Demonstrates understanding of the features and benefits of Proudly South African s products and services and converses easily on the total product / service line. Demonstrates full knowledge of PMBOK Understanding of procurement legislations in both private and public sector. A sound understanding and working knowledge of office management and practice. Uses proficient knowledge of the market place to identify new business opportunities and potential treats. Knowledge and understanding of the regulatory bodies functioning within the various

4 industry sectors Displays original thinking and creative decisions in developing strategies and operational plans that clearly reflect the company s vision. Computer literate (MS Word, Excel, Power Point, etc) Understanding of System Interface Be able to use Microsoft Projects Skills Detailed oriented, able to track and organize information data and communications efficiently to ensure project issues are dealt with promptly and properly. Personable with excellent verbal and written communication skills Strong sales and relationship building skills. Demonstrated project management skills. Excellent presentation skills to audiences at all levels. Strong technical skills to develop maintain and upgrade an accurate membership database. Ability to develop man reports and GHANT charts Results-oriented, self-starter with strong interpersonal, organizational and priority management skills. Ability to handle organizational interdependencies Excellent computer skills with proficiency in Microsoft Office and relevant Project management software and programs Ability to manage many tasks at once, work against short deadlines and to remain calm and focused. Excellent interpersonal and communication (both written and oral) skills, demonstrating outstanding ability to correspond with colleagues, internal and external customers Excellent organisational skills, with experience of planning own workload to meet deadlines. Experience of producing reliable and accurate work in a busy, pressured environment. Appreciation of the need for tact and diplomacy as appropriate Ability to design and implement project management methodologies Commitments Achievement Orientation - has high standards of quality; consistently striving for high levels of performance and is outcome-oriented. Endurance - draws on personal resources to cope with difficulties, demonstrating willingness and stamina to make repeated efforts to overcome obstacles to complete

5 tasks. A customer service orientation - has ability to identify customer needs and emotional states; is willing to meet those needs promptly; behaves in a courteous manner. Is action oriented - enjoys hard work; is focused on getting things done and is full of energy.