Projects Administrator

Manufacturing

Job Purpose

The Project Administrator provides administrative and coordination support to ensure the smooth planning, execution, and monitoring of projects. The role supports the project team by maintaining documentation, tracking progress, coordinating communication, and ensuring project activities are completed on time and in line with organizational processes.

Key Accountabilities and Outputs

Purchase Order Administration, Reporting and Management

•Process Purchase Orders for Monthly & Adhoc Service Providers – based on monthly invoice / quote.

•Ensure that accurate and relevant Purchase orders are raised for Service orders before service is rendered

•All Purchase orders raised with relevant supporting documentation.

•Purchase Orders communicated to Service Providers.

•GRV’ing of all approved purchased orders.

•Monitoring and reconciliation of quotes; services rendered; monthly agreements vs invoices received.

•Ensuring all relevant PO’s raised in the correct / relevant financial period and allocated to the correct Asset code/ Cost centre.

•Feedback on Supplier Payments through correspondence with Finance department Prevent Duplication of Purchase orders.

•Validation of invoices against Approved Purchase Orders.

•Communication between Finance & Service Providers.

•Purchase Order & Payment queries.

Stakeholder Engagement

•Maintain open communication channels with Capex Manager, Project Engineers, SMEs, Finance, Manufacturing and

Safety.

•Engage with Suppliers to ensure correct submission.

Projects Administration

•Travell arrangements – Accommodation, flights, Visa Applications

•Projects Documentation control

•Contractor Permits control.

•Liaise with Epats, SMEs

Safety, Health and Environment

•Ensure adherence to site safety standards (Safety, Health and Environmental) in line with the OSH Act.

•Ensure compliance to all relevant legislation and support a safe environment for TBCs

•Employees, Contractors and Visitors.

Adherence to Food Safety Requirements

•Commitment to The Beverage Company’s Food Safety policy and its objectives

•Ability to understand and implement all food safety requirements

•Adherence to and the enforcement of Food Safety Policies, SOPs and PRPs

•Compliance with PPE requirements including jewellery policy

•Compliance with personal hygiene requirements in accordance with the organisations code of practice

•Active engagement in all training including competency testing

•Regular practice of hand washing and sanitising

•Prevention of cross-contamination of products – no allergens allowed in the manufacturing facility

•Responsible for raising any food safety risk to the relevant personnel such as the Team Leader or Food Safety personnel

•Reporting of any illness or communicable disease before the commencement of shift

•Compliance with all legal, regulatory and customer requirements

•Enforce GMPs and conduct themselves in a manner conducive with food safety practices

•Maintain high standards of housekeeping and hygiene of equipment, facilities and work environment

•Informed and vigilant on food defence and food fraud risks

•Promote, encourage and continuously grow the organisations food safety culture

•Maintain zero compromise on product quality and safety

•Collaborate with internal food safety team to realise the organisations goals of retaining GFSI certification and continuous improvement

Additional Region-Specific Accountabilities and Outputs

Qualifications and Experience

•Grade 12 / Matric / NQF level 4 (Essential)

•Upto 1 year experience (Operational Execution) FMCG

•MS Excel; MS Word; SAP; E Mail; MS PowerPoint

Key Qualities

Communication

•

Routine communication in connection with instructions, requests or normal work tasks

Problem Solving

•Proactive identification of problems that are concrete and procedural, troubleshoot and apply solutions in line with guidelines provided or escalate more complex problems to superiors, providing information required to solve problems.

Relationships Maintained

•Others in own work area

Distribution Administrator

Behavioural Competencies

Judgment and Decision Making

•Able to gather information from a variety of sources.

•Understands cause and effect relationships within data and interprets this to make competing, holistic decisions

•Develops alternatives before making complex decisions

•Looks for the most innovative, efficient and value adding solution when making a decision

•Makes decisions in time and forecasts when decisions need to be made

•Formulates a “big picture” understanding of the near-term impact of decisions (including the time and resources required to implement decision)

•Evaluates the longer term business impact of decisions

•Takes initiative when making decisions

Verbal Communication

•Able to communicate verbally in a logical manner.

•Takes the intended audience into account when communicating verbal information.

•Makes use of appropriate business language in verbal communication.

•Includes all relevant information in verbal arguments.

•Demonstrates proficiency of language in verbal communication.

•Interprets complex information to expresses own viewpoint in verbal communication.

•Concludes verbal arguments by making reference to relevant facts

Planning and Organising

•Manages time effectively, ensuring effective completion of tasks under stressful deadlines.

•Able to prioritise activities and resources, ensuring that results are achieved effectively.

•Able to evaluate progress and make appropriate adjustments to initial plans, ensuring a successful outcome.

Continuous Improvement

•Increases performance expectations when success has been achieved

•Seeks out sources of information, including trade associations, “best practice” companies, customers, peers, subordinates, etc.

•Finds ways to fast-adapt improvement ideas to work processes

•Proactively seeks out resources, alliances, etc., needed to quickly introduce improvements

Analytical Thinking

•Able to take a complex task and breaking it down into manageable parts in a logical, detailed way.

•Thinks of multiple explanations or alternatives to a problem

•Able to identify the information needed to solve a problem effectively

•Performs tasks accurately and thoroughly, making adjustments to ensure needs are met

•Considers business priorities when making decisions or analysing the costs and benefits of various alternative solutions.

Contact information

Cynthia Sekwati