Project assistant

JOB DESCRIPTION            

JOB TITLE:            Project Assistant

DEPARTMENT:        Project Management

REPORTS TO:         Service Delivery Manager

LIAISES WITH:      IT Team Lead, Fibre Optics Team Lead,
                            Radio Frequency Team Lead, Customer Service & Sales
                            Coordinator, Customer and Site Dispatch Supervisor,

                            Accounts Receivables Manager, Procurement Manager,

                            Vendors, Internal and Externa; Clients

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JOB PURPOSE

The incumbent provides strategic support to the project management team by handling administrative tasks, coordinating communication, and managing project documentation. The incumbent is a key liaison in ensuring seamless project operations and overall success of projects by assisting with scheduling, documenting, tracking and reporting project activities, events and budge

KEY OUTPUTS

Projects are planned, designed and implemented successfully

Project documents are prepared efficiently

Risks are monitored and controlled and disseminated appropriately

Resources are planned, tracked and procured efficiently

Project communication is efficient

Stakeholder participation is robust, committed and continuous

KEY RESPONSIBILITY AREAS

Professional/Technical Responsibilities

● Collaborate with Service DeliveryManager in the design, development and

   periodic review of project plans

● Monitor project plans and activities and coordinate workplans

● Coordinate daily Provisioning meeting (schedule, agenda, invitation,

   minutes, reports)

● Monitor and manage stakeholder (internal and external clients) engagement

   to enhance team cohesion

● Maintain close continued collaboration with external clients to accelerate and

   augment client retention and market penetration.

● Track activities to ensure timely deployment of resources

● Tracking of project resources to ensure projects are equipped appropriately

   and timely

● Coordinate deployment of Field Technicians with Stores and Site Dispatch

● Conduct quality checks to verify installation and customer satisfaction

● Conduct regular ticket audits to ensure seamless progression to project-

   associated revenue

● Track and update tickets in Autotask and Slack

● Monitor and control project related risks and disseminate concerns

   appropriately

● Update and communicate project schedule to internal and external clients

● Prepare and disseminate progress reports to internal and external clients.

● Schedule and undertake periodic evaluation and escalate concerns

   appropriately

● Track and control project budgets to manage variance between projected

   and actual

● Negotiate bids in efficient manner to accelerate and augment revenue

   generation

● Ensure project implementation is well aligned with IslandNet's strategic

   objectives

● Keep management aware of any out-of-the-ordinary project results    

   (timelines, risks etc) .

● Maintain professional attire as stipulated in the company dress code policy.

● Attend company meetings as requested by management.

The Company reserves the right to amend and change responsibilities to meet business and organizational needs as necessary and expects the employee to perform any other duties that may be assigned from time to time

PERFORMANCE STANDARDS

All key deliverables are satisfactorily delivered and on time

Internal and external Customer issues satisfactorily dealt with

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

2 - 3 years experience as Project Officer/Administrator

Proficiency in Project Monitoring, Scheduling, Risk Management Stakeholder Management

Project Management Certificate and/degree

Must have strong time management skills

Well-organized and responsible with an aptitude in problem-solving

Good interpersonal skills

Strong analytical skills

Excellent written and verbal communication skills

Comfortable with change and complexity in dynamic environments

Team player with conflict-resolution skills

Demonstrated ability to assist senior management with any additional work as needed

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

May be required to work out of office sometimes

May be required to work beyond normal working hours and on weekends

Prolonged periods of concentration

Responding to changing/competing issues at the same time