JOB PURPOSE

To provide administrative, coordination and reporting support to the PMO by gathering project information, maintaining project documentation, tracking progress, coordinating meetings, and supporting governance activities so that project and portfolio reporting is accurate, complete and submitted on time.

KEY RESPONSIBILITIES

1. Project Information Management

• Gather project status information from Project Managers and Team Leads.
• Maintain project schedules, trackers, RAID logs, action registers, and governance documentation.
• Consolidate project updates for weekly, monthly and ad hoc reporting.
• Validate submitted information for completeness and follow up on missing or unclear updates.
• Track milestones, deliverables, dependencies, and report deadlines.

2. PMO Governance Support

• Support the application of PMO governance processes, templates, and reporting standards.
• Monitor project teams’ adherence to reporting timelines and documentation requirements.
• Maintain controlled project folders, document repositories, and version records.
• Support project initiation, review, handover, and closure administration.

3. Reporting and Dashboard Support

• Prepare and consolidate weekly, monthly, and management project reports.
• Capture, clean and organize project data for Excel and Power BI reporting.
• Update portfolio trackers, dashboards, and reporting tools using approved information.
• Assist with the preparation of management summaries, presentation packs, and status views.

4. Meeting and Stakeholder Coordination

• Schedule project meetings, SteerCo sessions, workshops, and portfolio reviews.
• Prepare agendas, attendance registers, meeting packs, and supporting documents.
• Record clear minutes, decisions and actions, and distribute them promptly.
• Follow up with action owners and escalate overdue items to the PMO Manager.
• Liaise professionally with project teams and stakeholders to obtain required input.

5. Risk, Issue and Action Administration

• Maintain RAID registers and action logs using information provided by project teams.
• Follow up on open risks, issues, dependencies, decisions and actions.
• Highlight missing updates, overdue actions and items requiring PMO attention.
• Support consistent status definitions and accurate record keeping.

6. General PMO Administration

• Maintain filing systems, project records, contact lists, and PMO calendars.
• Support workshops, town halls, onboarding, and project communication activities.
• Assist with procurement of administration and other coordination tasks when required.
• Protect confidential projects and business information.

MINIMUM REQUIREMENTS

Qualification

• Diploma or certificate in Business Administration, Project Management, Information Technology, Office Administration, or related field.

Experience

• Two to three years of administrative, project coordination, or reporting support experience. PMO experience would be advantageous.

Environment

• Experience supporting multiple projects, stakeholders, and deadlines in a structured business environment.

KNOWLEDGE AND TECHNICAL SKILLS

Essential

• Microsoft Excel (intermediate)
• Microsoft Word and PowerPoint
• Microsoft Outlook and Teams
• Meeting administration
• Document and records management
• Basic project management knowledge

Advantageous

• Power BI
• SharePoint
• Microsoft Project
• Smartsheet or Jira
• PMO governance processes
• Portfolio reporting exposure