MeetingsAttend meetings with Project Manager, Senior Project Manager and/or Country Manager.Takes minutes and undertakes the writing and distribution thereof and setting up of future project meetings.Follows up on actions noted in the minutes within the specified time.AdminUndertakes the writing of minutes, memos, agendas, contact sheets and filling in of standard forms project purposesUndertakes the gathering of information for all reports.Co-ordinates project administration activities on PPO (Project software system) in order to track project and team progress and update of information.Coordination of team information flow for internal & external project teams.ReportsAssists in preparing, compiling and completing all project documentation and reporting it within the specified deadline: Project briefsFlash ReportsClient/ Project Progress ReportsConcept and viability reportsDue Diligence ReportsContractualAssists with compiling appointment letters for project teams and sub- contractors.Assist with contract documentation management for clients and projects teams.Assist with making sure that all site handover and completion documentation is completed when necessary.Program ManagementPreparation of project programs to monitor the project progress against programs.ProcurementAssisting with setting up of procurement strategy, schedules and policies and following up schedules.Monitoring and updating of project tender list for tendered services as per project program.Health and SafetyAssesses Health & Safety Reports and notifies related parties of Items requiring attention.RiskCompilation of registers to track risks on the project as necessary.Assist with compilation of risk reports for client/management meetings.Change ManagementCompilation of variation agreements on behalf of the project manager for client approval.Management of variation schedule for tracking variations as per schedule.TendersAssist country manager with compiling internal tenders as requestedAssist with compiling project tender adjudication reports for presentation to the client.Develops RelationshipsAssists with Reporting to clients about project progress and any necessary issues in order to build a relationship with the client.Interaction with the project team in order to build confidence and relationship with project team and sub- contractors.
