Programme Coordinator – Ref: HDA PCNW002 needed at Housing Development Agency

Key Performance Areas:

Programme office support Management

• Develop and implement office management systems that facilitate in the smooth operation of the office and support a pleasant working environment
• Assisting with the logistics of site office set up and maintenance requirements ate these offices
• Managing office procurement requirements
• Design and implement business continuity procedures to ensure business stability in the event of a crisis
• Attend to health and safety requirements within the office environment.

Document Management

• Facilitate the gathering of relevant information and reports of each programme
• Oversee storage and maintenance of existing documents within the document management system.
• Provide training to users e.g. project teams, Project administrator’s on usage of electronic version of the document management system.
• Monitor and update store information and data.
• Maintain database of service providers, clients and other key stakeholders.

Reporting

• Compile regular Technical Status Report.
• Complete electronic document management system reporting.
• Develop Office Business dashboard/scorecard.
• Develop and Complete Learning s (lessons learnt) Report where / when required.
• Compile Expanded Public Works Report (EPWP) Reports where / when required.
• Compile Portfolio Management Office (PMO) Reports where / when required.
• Complete Programme Project Reports, spreadsheet and presentations.
• Generate/Compile reporting files (soft copy and hard copy when required.

Knowledge Management

• Coordinate and monitor framework for documenting learning’s/lessons learnt. (Quarterly reporting)
• Monitoring and evaluation of information from various departments within the programmes
• Provide quality analysis of information from departments to provide relevant reports, proposals and recommendations to Regional Manager/Head: National Programme Design and Management.

General Programme operational support

• Ensure new staff receive induction and orientation training and all details are loaded on the relevant HR and HDA Systems.
• Creation and implementation of a system that create accessible information to all users within the various programmes.
• Provide operational and administrative support to the regional offices when required.
• Maintaining a diary and meeting schedules management for the Regional Manager / Head: National Programme Design and Management.
• Liaison and facilitation of relationships with stakeholders including service providers and government officials with Regional Manager / Head: National Programme Design and Management.
• Sourcing and booking venues and meetings rooms when required.
• Ensure set-up for critical meetings are in order i.e. tools, documentations, projectors etc.
• Coordinate all the teams travel, accommodation and conference arrangements.
• Drafting, receiving approvals and distribution of relevant documentation (agenda’s, minutes, report, presentations etc.)
• Participate and coordinate the management the management of budget utilization (availing the accurate budget general accounts).
• Coordination of meetings when required (invitation, agenda, venue, minutes, attendance register etc. 

Qualifications & Experience

• Minimum relevant NQF level 6 qualification.
• Relevant Admin or Business Administration qualification (National Diploma) is required.
• 5-8 years of experience in similar role is required.
• Competent in MS Office package, Outlook, Excel, PowerPoint, Project and Word is required.
• Experience in basic office management will be added as an advantage.