IT Project Coordinator
Listing reference: manco_000442
Listing status: Under Review
Apply by: 17 September 2023
Position summary
Industry: Education & Training
Job category: Others: Education and Training
Location: Durban
Contract: Fixed Term Contract
EE position: Yes
Introduction
MANCOSA, a DHET registered and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate business qualifications, has the following vacancy available
Job description
CORE FUNCTIONS INCLUDE:
The role of an IT Project Coordinator is essential for ensuring the successful planning, execution, and completion of IT projects within an organization. They play a crucial supportive role to the project manager and assist in various project management tasks.
- Project Planning: Assisting the project manager in developing project plans, including defining project scope, objectives, deliverables, timelines, and resource requirements.
- Scheduling: Creating and maintaining project schedules, tracking milestones, and ensuring that tasks are completed on time.
- Task Coordination: Coordinating and assigning tasks to team members, ensuring that responsibilities are clear and deadlines are met.
- Communication: Facilitating effective communication among project stakeholders, team members, and other relevant parties. This includes organizing and leading project meetings, as well as documenting meeting minutes and action items.
- Resource Management: Collaborating with resource managers to ensure that the right resources are allocated to the project, and resolving resource conflicts if they arise.
- Risk Management: Assisting in identifying potential risks and issues that may impact the project, and supporting the implementation of risk mitigation strategies.
- Documentation: Ensuring that project documentation, such as project plans, status reports, and project deliverables, are up-to-date and well-maintained.
- Budget Monitoring: Assisting in monitoring project expenses and resource utilization to ensure the project remains within budget.
- Quality Assurance: Supporting the project manager in ensuring that project deliverables meet the required quality standards and comply with organizational policies.
- Change Management: Assisting in managing project scope changes, including evaluating change requests and assessing their impact on the project.
- Issue Tracking: Tracking and documenting project issues, and working with the project team to address and resolve them.
- Reporting: Generating regular project status reports and performance metrics for stakeholders and the project manager.
- Vendor Management: Coordinating with external vendors and contractors involved in the project to ensure timely delivery of goods and services.
- Stakeholder Engagement: Identifying project stakeholders and maintaining positive relationships with them, addressing their concerns, and managing their expectations.
- Lessons Learned: Assisting in conducting post-project evaluations to identify lessons learned and areas for improvement in future projects.
- Documentation Management: Ensuring that project-related documentation is organized, stored, and easily accessible for future reference.
- Project Closeout: Assisting in the formal closure of the project, including finalizing documentation, archiving project records, and conducting project review sessions.
Minimum requirements
QUALIFICATION
· A bachelor's degree in a relevant field such as Computer Science, Information Technology, Business Administration, or Project Management
· Certification with recognised project management professional body is preferred
EXPERIENCE
· Minimum of 3 years of experience in a similar role
· Education in Higher Education is advantageous
JOB RELATED KNOWLEDGE AND SKILLS
· Project Management Methodologies: Familiarity with various project management methodologies, such as Agile, Waterfall, Scrum, and Kanban, and understanding when and how to apply them to IT projects.
· Project Lifecycle: Knowledge of the phases of a project lifecycle, including initiation, planning, execution, monitoring and controlling, and project closure.
· Project Documentation: Understanding of various project documents, such as project charters, project plans, risk registers, issue logs, and status reports.
· IT Systems and Technologies: A general understanding of IT systems, infrastructure components, software development methodologies, and emerging technologies to effectively communicate with technical teams.
· Software Development Lifecycle (SDLC): Awareness of the different stages of the software development lifecycle and how it aligns with project management.
· IT Service Management (ITSM): Knowledge of IT service management processes, including incident management, change management, and problem management.
· Risk Management: Understanding of risk identification, assessment, and mitigation techniques to manage project risks effectively.
· Scope Management: Knowledge of scope definition and scope change management to maintain project boundaries and deliverables.
· Resource Management: Ability to assess resource requirements, allocate resources, and manage resource conflicts.
· Quality Assurance: Understanding of quality management principles and techniques to ensure project deliverables meet specified standards.
· Cost Management: Knowledge of budgeting processes, cost estimation, and cost control to manage project finances.
· Communication Planning: Ability to create a communication plan to facilitate effective communication among project stakeholders.
· Stakeholder Management: Understanding the importance of stakeholder engagement, expectation management, and addressing stakeholder needs.
· Vendor Management: Knowledge of vendor selection, contracts, and performance management for projects involving external vendors.
· Change Management: Awareness of change management principles to effectively manage changes to project scope, requirements, and objectives.
· Performance Metrics and Reporting: Knowledge of key performance indicators (KPIs) and how to measure and report project progress to stakeholders.
· Project Risk Analysis: Ability to analyze project risks and develop risk response strategies to minimize negative impacts.
· Issue Resolution: Understanding of issue management and problem-solving techniques to address project-related challenges.
· Project Collaboration Tools: Familiarity with project management software, collaboration platforms, and productivity tools to facilitate project coordination and communication.
· Industry Regulations and Compliance: Awareness of industry-specific regulations and compliance requirements that may impact the project.
Competencies and Skills:
· Project Management Knowledge: Solid understanding of project management methodologies, tools, and best practices to coordinate and support project activities.
· Planning and Organizing: Ability to create and maintain project plans, schedules, and documentation, ensuring tasks are organized and deadlines are met.
· Communication Skills: Excellent communication skills to effectively interact with stakeholders, team members, and vendors, and to facilitate clear and concise project updates and discussions.
· Team Collaboration: The capability to work well with diverse teams, encourage collaboration, and foster a positive and cooperative project environment.
· Problem-Solving Abilities: Strong analytical and problem-solving skills to identify project issues and proactively address challenges.
· Time Management: Effective time management to prioritize tasks, meet deadlines, and allocate resources efficiently.
· Attention to Detail: Meticulous attention to detail to track project progress, ensure accuracy in documentation, and identify potential risks.
· Risk Management: Understanding of risk management principles to identify, assess, and mitigate project risks.
· Change Management: Ability to manage changes to project scope, requirements, and timelines while minimizing impact on project objectives.
· Vendor Coordination: Experience in working with external vendors and contractors, managing vendor relationships, and ensuring deliverables are met on time.
· Budgeting and Cost Management: Knowledge of budgeting processes and cost management to track project expenses and maintain cost controls.
· Adaptability: Flexibility to adapt to changing project requirements and to adjust plans accordingly.
· Quality Assurance: Understanding of quality management principles to ensure project deliverables meet specified standards.
· Reporting and Documentation: Proficiency in generating project status reports, maintaining project documentation, and presenting project updates to stakeholders.
· Negotiation Skills: Ability to negotiate and manage project-related contracts, agreements, and service level agreements.
· Leadership Potential: Demonstrating leadership potential to assist the project manager and lead smaller project tasks when needed.
· Stakeholder Management: Expertise in managing stakeholder expectations, engaging stakeholders, and addressing their concerns.
· IT Knowledge: Familiarity with IT concepts, technologies, and systems to comprehend the technical aspects of IT projects.
· Software Proficiency: Proficiency in project management software, collaboration tools, and office productivity tools.
· Continuous Learning: Willingness to stay updated with industry trends, new project management techniques, and emerging technologies.
· Conflict Resolution: Ability to handle conflicts constructively and find resolutions that benefit the project and team.
· Decision-Making: Sound judgment and decision-making skills to evaluate options and make informed choices for project execution.
ADDITIONAL REQUIREMENTS
· May be required to travel locally and work overtime when required
