NORTH-WEST UNIVERSITY (POTCHEFSTROOM CAMPUS) DIVISION: DVC POTCHEFSTROOM CAMPUS DIRECTORATE: INFORMATION TECHNOLOGY POSITION NUMBER: N003024 POSITION: SENIOR PROJECT COORDINATOR PEROMNES GRADE: P8 EMPLOYMENT TYPE: PERMANENT APPOINTMENT

PURPOSE OF THE POSITION:

·          The Senior Project Coordinator position is required to ensure coordinated, well-functioning and smooth-running project execution within Information Technology: Electronic Services (ITES).

·          The successful incumbent will be an active team member of- and report to the Manager: Projects Execution at ITES.

·          The successful incumbent will fulfil the following high-level roles, cross-cutting across all ITES works:

• Supervise and coordinate across all projects to ensure that projects are delivered within budget, scope, time, safety standards and quality to ensure sustained success and completion
• Ensure alignment of NWU, IT, ITES, client and contractor expectations, promoting internal and external stakeholder collaboration and buy-in.
• Identify, communicate and escalate key risks and possible mitigation strategies associated with project execution
• Plan overall program timelines in which certain types of works can be allocated successfully
• Enhance governance, key decision moments, decision criteria of works
• Enhance chance management and required training interventions to enhance adoption of systems
• Service Level Agreement negotiations

·          The successful incumbent will fulfil the following roles on a per-project level:

• ensure buy-in of role players
• sort out inconsistencies between individual tenders, contracts, bill-of-materials and contractors
• sort out inconsistencies between project budgets and monitor/escalate variances
• plan individual works and programs vs availability of resources, spaces and contractors
• solve or escalate logistical challenges endangering works to ensure successful completion.

 

KEY RESPONSIBILITIES:

1.     High level cross-cutting project coordination:

·          Monitor, control, and coordinate projects, improve on and report:

·          Budget

·          Scope

·          Time

·          Quality

·          Safety (OHS)

·          Stakeholder relations, internal and external

·          Asset control

·          Resource allocation

·          Key risks

·          Service Level Agreements

·          Other parameters important to projects

2.     Per-project coordination:

·          Actively work on the following aspects of individual projects:

·          Plan individual works and programs vs availability of resources, spaces and contractors and set required commencement dates and completion dates

·          Ensure Safety (OHS):

·          file approvals

·          processes are followed on site

·          Actively engage and rectify situations where contactors experience challenges iro:

• adequate progress
• timely completion
• budgetary issues
• contractual issues
• any other issues hampering progress

·          Control and sign off project budgets variances

·          Solve or escalate all other logistical challenges endangering works to ensure successful completion

3.     New contractor induction:

·          Train, assist and ensure for new contractors:

·          Training in terms of sites knowledge

·          OHS requirements of the NWU

·          Security requirements of the NWU (cards, searches etc)

·          Compliance to contractual agreements

·          Safe working practises within the NWU environment

·          Negotiate and document SLA’s with new contractors

4.     SLA’s & tender compliance:

·          Enable- and ensure enable compliance to:

·          Contractual agreements as per:

·          Tender

·          Appointment letter

·          FIDC requirements

·          JBCC or other applicable standard contracts

·          Established SLA’s

·          Follow up on transgressions:

• In writing
• With penalties

5.     Assignable duties:

·          As may be assigned by the Director ITES from time-to-time

6.     Ad Hoc:

·          Ad HOC services related to the position and team.