AME Programme Administrator


AME Duties:

The Programme Administrator reports to the Programme Manager and works closely with the AME Director, Senior Management Team, PBT Finance and PBT HR. The Programme Administrator is responsible for the day-to-day administrative activities in support of the Programme Manager’s accountability.

The following functions describe the Programme Administrator’s role in more detail:

1. Programme Administration:
• Attend management meetings and other meetings requested;
• Compile & distribute minutes for management team;
• Update weekly Vendor Steerco Presentation;
• Update weekly Consolidated Status reports;

2. Financial Administration:
• Manage AME Commercial Finance Schedule & distribute to management team;
• Manage all invoices for BIB projects – request invoices, obtain supporting docs & send to Opco for payment;
• Follow up on all outstanding acceptance certificates, PO’s & Proposals;
• Process all PO’s & Proposals received – update finance schedule, ActiTime and electronic filing;
• Keep electronic filing updated;
• Attend to all queries from Finance Department or Management Team;

3. Project Portfolio Office Administration
• Configuration of PPO (setup structures, projects, users);
• Administration of PPO (maintain structures, projects, users);
• Training of Project Managers;

4. Timesheet Administration:
• Create, archive and update all BIB projects;
• Assign projects and tasks to all BIB staff;
• Create and update monthly or any other requested reports;
• Ensure all team leads check and approve monthly timesheets;
• Update monthly BIB Performance Report & submit for approval;

5. Leave Administration:
• Update and manage the BIB Leave schedule;
• Manage and obtain sign off for all BIB leave forms – submit to HR for processing;

6. Induction Administration:
• Induction and pre-arrangements for all new BIB staff;
• Schedule all Induction Training Sessions for new BIB staff & reschedule where required (to be re-assigned);
• Update BIB Leave Schedule, assign ActiTime tasks & update internal mailing list;

7. General:
• Set up meetings;
• Manage 2nd floor meeting rooms;
• Attend to emails and queries on a daily basis;
• Manage and obtain sign off of all BIB claim forms – submit to Finance for payment;
• Attend to any and all tasks, projects from AME Director and Programme Manager.

Required Skills and Expertise:

The above role requires the following skills, expertise and experience.

• A good understanding of the Project Management discipline
• Exposure to general IT practices
• Experience in general Management practices
• Very competent in MS Excel, MS Word and MS Powerpoint
• Exposure to MS Project and / or other Project Management Tools
• Excellent communication and people management
• Ability to work in a dynamic environment