Job Description Ref no:

/ Role Profile
Job Title / Project and Support Officer
Directorate or Region / SSA / Department/Country / South Africa
Location of post / Cape Town / Pay Band / CA 4/Grade H
Reports to / Project Manager / Duration of job / Indefinite
Purpose of job:
To support Project Managers in the implementation of specific operational projects within the country programme and to manage the Cape Town Office related tasks/administration
Context and environment:
This post is one of a number within the BC South Africa Projects & Partnerships Team (PPT), and is specifically based in BC Cape Town. The post has two broad roles:
·  Project management support (75% of post): deployment of generic organisational skills to implement project activities and events. Postholders should expect to support project activities in any of the Council’s core areas of Education & Society, Arts, and English language.
·  Administrative support (25% of post): office management / administration tasks and duties to ensure the smooth running of the Cape Town office, guided by the BC south Africa resources team in Johannesburg.
Accountabilities, responsibilities and main duties:
The postholder will be accountable to a Project Manager, and through him/her to Head PPT, for the successful delivery of specific events and activities.
The postholder will be responsible for supporting Project Managers in the implementation of projects within the BC South Africa portfolio and administrative tasks relating to the Cape Town Office.
Specific duties will include:
Project management
·  Financial management:
-  Costing project activities and events
-  Raising purchase orders for operational expenditure items
-  Helping Project Managers to generate monthly cash flow estimates
·  Activity and events management
-  Organising events and activities
-  Logistical planning (booking accommodation, venues, travel, etc)
-  Supporting activity and event implementation
-  Collecting scorecard data for events and activities
·  Ensuring that all project activities and events are consistent with key equal opportunities and diversity principles
·  General support, including eg:
-  Maintaining contacts databases
-  Drafting events-related communications
Premises management:
·  Ensure the smooth running of the BC Cape Town office:
-  Maintaining all routine IT-related procedures
-  Acting as the elevated user for the CPT office for any related challenges or upgrades
-  Updating and maintaining all inventories and other necessary records/documents
-  Updating and maintaining CPT business continuity plan office
-  Receiving and dispatching courier packages and general postage
-  Reviewing and updating the Approved Supplier List in consultation with the Business Support Service Manager in Johannesburg
-  Ensuring any office related repairs/maintenance are/is carried out promptly and effectively
-  Liaising and corresponding with vendors, keeping vendors informed and up to date
-  Managing and disbursing of petty cash
-  Processing of office related invoices and purchase orders
-  Forecasting CPT cash flow and managing the CPT office budget
Key relationships:
Internal:
·  coordination and cooperation with other PPT colleagues and Deputy Director SA (Cape Town)
·  liaison with finance colleagues to ensure that all financial tasks are compliant with corporate standards
·  general teamworking with colleagues across the directorate
External:
·  coordination and cooperation with counterparts in partner organisations
Other important features or requirements of the job
Operational project work requires occasional (or sometimes regular) work outside conditioned hours, for example in the evenings or at weekends. Overtime or TOIL should be agreed with the line manager in advance to maintain an adequate work-life balance. Postholders may be required to travel abroad on BC business and should therefore hold valid travel documents.
Please specify any passport/visa and/or nationality requirement. / Right to live and work in South Africa
Please indicate if any security or legal checks are required
for this role. / Standard South Africa Police Service (SAPS) checks required for all in the employment of BC South Africa

Person Specification

Essential / Desirable / Assessment stage
Behaviours / ·  Creating shared purpose (Essential)
·  Connecting with others (Essential)
·  Working together (Essential)
·  Being accountable (Essential)
·  Making it happen (Essential)
·  Shaping the future (Essential) / ·  Interviewing
·  Interviewing
·  Interviewing
Skills and Knowledge / ·  Computer skills – Level 1
·  Communications – Level 2
·  / ·  Project & contract management – Level 2 / ·  Shortlisting & interviewing
·  Shortlisting
·  Shortlisting
Experience / ·  Previous work experience in education, arts or English language / ·  Shortlisting & interviewing
Qualifications / ·  Matriculation graduate / ·  Ist degree in any discipline
·  1st degree in education, arts or English language / ·  Shortlisting
·  Shortlisting
·  Shortlisting
Submitted by / Colm McGivern / Date / 29 September 2014

1 of 5 Recruitment Team June 2011