Portfolio Practice Administrator

Job Title Portfolio Practice Administrator Location Rosebank - Johannesburg, 2196 ZA (Primary)

Occupational Level Skilled Job Category Project Management Job Type Permanent Description PayInc is a purpose-driven payments provider building on over 50 years of trusted history in South Africa’s payments ecosystem. Our mission is to connect people, businesses, and economies through secure, efficient and inclusive digital payments infrastructure and be a catalyst for financial inclusion and economic growth. From EFTs and cards to PayShap, PayInc provides the backbone that enables money to move safely across the economy. At our core, we exist to make great connections, empowering participation, enabling growth, and ensuring no one is left behind.

PURPOSE

The primary purpose of the Portfolio Practice Administrator is to provide professional, high‑quality administrative support to the Enterprise Project Management Office (EPMO). The role supports both practice and portfolio management activities, with a strong focus on the planning, coordination, tracking, and documentation of initiatives across the end‑to‑end PayInc change delivery lifecycle.

The Portfolio Practice Administrator plays a key enabling role in supporting the consistent application of EPMO processes, standards, and governance, ensuring that initiative information, artefacts, and records are accurately maintained in line with approved lifecycle and portfolio management frameworks.

Key Contribution

The role requires efficient and reliable administrative support to the EPMO to enable the office to achieve its strategic objectives, while supporting transparency, auditability, and effective portfolio oversight. The incumbent is expected to operate with a high level of professionalism, discretion, and confidentiality, given exposure to sensitive project, portfolio, and organisational information.

Key stakeholders the Portfolio Administrator will engage with are:

• Portfolio Managers and Project Managers
• Key Client Portfolio / Project Stakeholders
• Key Stakeholders in other PayInc Client Organisations
• Business Unit and Product Owners
• Head EPMO
• PayInc Executive

Your key responsibilities include:

• FINANCIAL MANAGEMENT

Cost Management

Manage and control individual and relevant portfolio / intervention costs under the supervision of the Portfolio Managers Conduct regular inspections to monitor the quality of services provided.

• STAKEHOLDERS

Stakeholder Engagement

Manage and maintain good stakeholder relationships

Deliver on internal and external stakeholder requirements/SLA’s Conduct regular inspections to ensure high cleanliness standards are maintained.

DELIVERY OF BUSINESS PROCESSES / PROJECTS

Strategic Alignment

Deliver on Business Unit goals and activities aligned to strategy

• Initiative/ Projects for Continuous Improvement

Identify and scope opportunities for improvement / innovation

Deliver client or company specific project deliverables in line with company standards and in agreement with line manager

• Administration of Portfolio / Project Office Tool

Registration of new initiatives on the PPO system and follow up on sign-off from the Portfolio Managers, Requester, Sponsor and Owner.

Provide user training for new staff that may use the PPO system

Responding to user requests for assistance in a timely manner. Once notified of a request for support, the Portfolio Administrator will respond accordingly based on the priority of the call raised. Portfolio Administration

• Manage and control the EPMO status reporting, user management and sanity checks
• Assisting the Head EPMO to manage the end-to-end delivery lifecycle phases and gates, artefacts and other support required to streamline approvals and support the business in PayInc
• Provide day to day administrative support to the Portfolio Managers
• Monitor receipt of all reports and deliverables as defined in the Portfolio lifecycle
• Perform general clerical duties including but not limited to: photocopying faxing, mailing, and filing
• Maintain a hard copy and electronic filing system
• Answer & make telephone calls; handling all enquiries and requests, attending to them when appropriate
• Use office equipment such as computers, fax machines, copiers, scanners, telephones and audio-visual equipment
• Check receipt of all supporting documents for invoicing
• Manage and maintain internal and external partner database
• Comply with office procedures, portfolio instructions and financial procedures within the portfolio, including formatting all documentation for procedures and standards
• Maintain calendar and make appointments
• Type and format of agendas, invitations, meeting minutes and reports; take of minute
• Arrange travel, car hire, accommodation and logistics for conferences.

COMPLIANCE AND RISK

Compliance And Risk Management

• Policies and procedures: Provide input into relevant policies and procedures
• Compliance: Comply with relevant policies & procedures, regulation and legislation
• Risk: Identify, mitigate and escalate risks appropriately

PEOPLE

Skills Transfer And Support

• Assist team members to ensure understanding of required deliverables and stay abreast of technical skills
• Contribute to the development of a positive team culture
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations
• Enhance department and organization’s reputation by accepting ownership for accomplishing new and different requests

EXPERIENCE

QUALIFICATION/KNOWLEDGE (INCLUDING MOST RELEVANT FIELD OF STUDY)

• Qualification:
• Essential: Standard 10 / Grade 12
• University Entrance – NQF 6
• CAPM certification

Knowledge of:

• Management Life Cycle
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Project
• Microsoft Outlook
• Project Management software tools
• Proficiency in Computerized Maintenance Management Systems (CMMS) and other facilities management software.
• Strong understanding of service-level agreements and vendor management best practices.

EXPERIENCE (INCLUDING RELEVANT SECTOR SPECIFIC EXPERIENCE)

• 5 – 10 years’ work experience as an Administrator in a project, portfolio or project office environment
• Project administration or PMO support
• Portfolio or programme coordination
• General office administration in a structured environment
• Working within project lifecycle frameworks (EPMO, PMO environments)
• Supporting multiple stakeholders (executive to operational level)
• Handling project documentation, reporting, and governance processes

Advantage:

• Experience in:

o Financial tracking (invoices, cost monitoring)

o Tools/systems (PMO tools, PPO systems, ERP systems)

o Corporate or enterprise environments (like PayI

• Skills:
• Quality Orientation
• Determination/Dedication/ Initiative
• Reliability
• Customer Service Orientation
• Interpersonal Sensitivity
• Resilience
• Self Confidence
• Results focused
• Attention to Detail
• Planning and organizing
• Teamwork
• Action Orientation
• Flexibility
• Excellent oral and written communication