Project Admin - NAD

Position Overview

Project Administrator to coordinate project activities, including simple tasks and larger plans. Responsibilities include preparing action plans, analysing risks and opportunities and gathering necessary resources. For this role, you will work with a team of Project Managers and Project Coordinators, so good communication and collaboration skills are essential.

Role & Responsibilities

SRB Operations Management

• Coordinate weekly Central SRB sessions, ensuring all logistical arrangements (e.g. sending out agendas, checking attendance) are in place and sessions run smoothly.
• Manage the submission pipeline by enforcing the Thursday 12 noon cutoff for new submissions and scheduling projects that have satisfactorily completed Technical Review.
• Oversee the assignment of architects to review submissions and monitor the Technical Review timeframe to ensure project teams work effectively with assigned architects.
• Maintain strict adherence to operational timelines and drop submissions that fail to meet preparation standards within the allocated review period.
• Attend to clarifications from project teams on submissions.

Process Coordination and Quality Assurance

• Ensure project teams utilise prescribed SRB templates and submission formats, providing guidance on documentation requirements and standards, ensuring completeness of details in the submissions.
• Coordinate between project teams and reviewing architects during the Technical Review phase to facilitate effective collaboration and timely completion.
• Support SRB assessment activities by ensuring all necessary information are available to board members and that reviewing architects capture assessment outcomes and follow-up actions accurately.
• Manage the distribution of Notes of Meeting (NOM) to project teams within 4 working days of SRB sittings.

Registry Management and Documentation

• Maintain comprehensive project registry tracking all SRB submissions, outcomes, and follow-up documentation for each session.
• Ensure registry accuracy and accessibility through the IHiS CAO Intranet site for stakeholder reference and audit purposes.
• Monitor follow-up action closure within the required timeframe and manage conditional approval rescission processes where teams fail to meet requirements.
• Develop and maintain documentation standards that support effective tracking and historical reference of SRB decisions and project outcomes.

Stakeholder Communication and Support

• Provide guidance to project teams on SRB submission requirements, processes, and expectations to ensure high-quality submissions.
• Facilitate communication between project teams, architects, and SRB members throughout the review process.
• Support project teams in understanding assessment outcomes and follow-up requirements, ensuring clarity on expectations and timelines.
• Build strong working relationships with all stakeholders to maintain smooth operations and continuous process improvement.

Process Development and Governance

• Contribute to the continuous improvement of SRB operational procedures, templates, and governance frameworks.
• Support the development of process documentation and training materials to ensure consistent application of SRB standards.
• Collaborate with Enterprise Architecture teams to align SRB operations with broader architectural governance objectives.
• Monitor process effectiveness and recommend improvements to enhance efficiency and quality of project evaluations

Requirements

• At least 3 years of experience in project coordination, process management, or administrative support roles.
• At least 5 years' experience in IT project environments, governance processes, or technical coordination.
• Degree in Business Administration, Project Management, Information Systems, or related field, although consideration will be given to experience and professional certifications in lieu of degree.
• Demonstrable working knowledge of IT project lifecycles, governance frameworks, and technical review processes.
• Strong organisational and coordination skills with experience in managing complex multi-stakeholder processes.
• Strong verbal and written English communication skills with attention to detail and accuracy in documentation.
   

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