151 Project Documentation jobs in South Africa

G4S Secure Solutions (SA), a leading provider of integrated security management solutions, has a vacancy for a Project Coordinator based at our Head Office in Centurion, reporting to the Regional Technical Manager.

This role is responsible for supporting the project management processes.This includes understanding project goals, deadlines, and financial boundaries so management can best allocate resources, benchmarking, scheduling project deadlines, and general coordination.

We welcome applications from all suitably qualified candidates, but SA citizens will have a distinct advantage.

Main Responsibilities

Administration costing and finance aspects of projects

• Consolidation of monthly invoices received
• Follow-up with 3rd parties and vendors
• Taking delivery of orders
• Reconciliation of costs of project, petty cash, Technology Supplier Payments
• Keep track of billable hours
• Assist AR & AP with client & supplier order/invoicing queries
• Meet with suppliers for account & invoice queries
• Check regional stock sheet allocations
• Monitor month end invoicing to meet forecast

Effective Stock Administration

• Maintenance of stock levels – transport, ordering, purchasing
• Manage procurement process from placing orders, to generating POs
• Distribution of stock as required and ordered
• Maintenance of stock database

Procurement

• Sourcing, negotiation, contract management and supplier relationship management.
• Sourcing of quotes from a minimum of three(3) suppliers. Starting the internal procurement process with all the required documents. Completing follow ups with relevant departments.
• Liaising with suppliers, confirmation of ETA delivery, physical delivery verification, GRN, payment processing to Head Office.
• Assist with maintenance of equipment and disposal, transfer of equipment between regions

Asset Management

• Compiling an inventory of the region.
• Completing disposals of assets, regional transfers, cancellations of equipment rentals, site terminations
• Asset life cycle and ancillary cost management

Assist with staff deployment and project requirements

• Logistics around flights and accommodation as needed for projects
• Import and customs clearing for project stock
• Process travel on Travelit for approval
• Process Uniform, Stationary & Grocery requests from Regions & AMR Business Unit
• Compile and maintain project plan
• Liaise with management over bottlenecks and requirements
• Review project profitability
• Assist with Project spill over in all regions

Effective Project Administration

• Compile and maintain project plan
• Liaise with management over bottlenecks and requirements
• Review project profitability

Effective E-Works Administration

• Load jobs and communicate with technicians and managers
• General Manager and Sales Person action
• Load purchase orders
• Send invoices for GRV
• Prepare SOQ for invoicing to clients
• Check Unassigned Jobs, Action required Jobs, Referred by Finance jobs on Eworks
• Process completed Job Cards for Request For Order & No Charge Quotes
• Load client & suppliers

Ad Hoc

• Process EFT payments to suppliers
• Assist with out of country shipping for projects
• Arrange and conclude shipping inspections for customs
• Process vendor applications for Clients & suppliers

Health and Safety

• Participate in the design/ development/ review/ implementation and monitoring of the departmental safety plans for each year
• Participate in safety forums created by the company for example safety meetings and safety talks
• Report all safety incidents to the relevant people
• Discuss all safety incidents
• Follow-up on any activities assigned through safety meeting/committee/representative/management
• Attend safety education and refresher programs
• Comply with safety policies and procedures at the workplace
• Distribute safety information as and when required

Qualification and Experience

• Grade 12 / Matric Equivalent
• A relevant Tertiary qualification
• Minimum of 2 years Projects experience in a similar role

Skills and Attributes

• Proficient Computer Literacy (Google Workspace / Microsoft Office)

• Basic IT knowledge required:

• MS Word

• MS Excel

• Understanding the organizational environment

• Understanding the organization's goals and objectives
• Dealing with changing circumstances
• Communication (written and verbal)
• Supporting and working with others
• Delivering objectives
• Dealing with complexity
• Acting professionally
• Attention to detail
• Delivering great customer service
• Sharing and co-operating

Remuneration and benefits will be commensurate with the seniority of the role and in compliance with company remuneration policy and practice.

POSITION STATEMENT

Responsible for the compiling of all site files for contractors, as well as assisting the Project Manager's with all administration functions. Responsible for the completeness and accuracy of the site file and As-Build documentation required for the invoice file.

KEY RESPONSIBILITIES

• Compile documentation of all projects by driving processes through the ILO and PM
• Match the Customer Purchase Order to the Bill of Services.
• Manage the contractor documentation process from appointment letters to files and related administration and invoicing.
• Follow the Variance Order procedure where applicable.
• Ensure compilation of Site Files for submission to customer as well as NCRs
• Assist the PM in tracking the project from inception to invoicing
• Track progress on forecasting versus actual invoicing.
• Coordinate and communicate progress feedback between stakeholders, arranging meetings where required.
• Update systems and related status report documentation (CRM, Quickbase, etc) with accurate project progress and milestones.
• Drive accurate verification reports.
• Manage schedules accurately and timeously.
• Escalate potential risks and/ or delays to project manager.

BEHAVIOURAL COMPENTENCIES

• Accuracy
• Quality focused
• Good Communication
• Teamwork
• Dutifulness
• Organization
• Ability to handle pressure

SKILLS & KNOWLEDGE

• Knowledge and understanding of the telecommunications industry
• Basic financial understanding
• Computer literacy
• Adhere to company policies and procedures
• In depth understanding of the following: fast reporter, otdr, olts, pmd, and cd
• Testing

QUALIFICATIONS & EXPERIENCE

• Grade 12
• Project administration / project management qualification an advantage
• Min 2 years project experience
• Previous experience working in a telecommunication company would be advantageous.

Project Coordinator

Contract duration: 12 months

Location: Midrand

Role purpose
:

• The Project Support resource provides project management support to the Emerging youth lead, undertaking a range of project research, analysis, reporting, implementation, and administrative activities to support the development and delivery of projects, in line with established project plans and objectives.
• This position supports multiple projects by providing support and general administrative functions including creating and maintaining project-related logs, composing correspondence, preparing and monitoring reports.
• In addition, this position is responsible for providing clear, concise and accurate reporting of project budgets, commitments, spend, forecasts.

Key accountabilities

• Provides clear, concise and accurate reporting of project commitments
• Provide project and operational support, including monitoring and reporting on project plans, milestones and deliverables.
• Undertake research and analysis in assigned project areas and contribute to the preparation of project briefs to support informed decision making and planning.
• Liaising with project stakeholders concerning project details and deliverables
• Assisting in the planning and implementation of projects.
• Helping to coordinate and manage project tasks and deliverables.
• Analyzing data as required and conducting administrative duties.
• Tracking and reporting project progress.

Core competencies

Experience in project management or administrative assistance

Strong written and oral communication skills

Excellent multitasking skills

Ability to work under pressure with minimal supervision

Excellent problem-solving skills

Detail-oriented and highly organized

The ideal candidate will bring strong coordination skills, a keen eye for detail, and the ability to thrive in a fast-paced environment. Prior experience using a financial/accounting systemand invoice processing will be advantageous, enabling seamless financial tracking and reporting across projects.

Project Coordination -Assist the PMO Lead in managing and tracking over multiple active projects, ensuring timelines, deliverables, and dependencies are monitored and updated.

Administrative Support -Streamline administrative processes across the Digital Enablement team, including meeting scheduling, documentation, and reporting.

Invoice Processing -Support financial tracking by processing and reconciling invoices, with a focus on accuracy and timely submission.

Financial Information - Use SAP FI/relatable financial system for financial data entry, invoice validation, and reporting where applicable.

Stakeholder Communication-Liaise with internal teams and external vendors to ensure project updates, documentation, and financial records are communicated effectively.

Document Management-Maintain and organize project documentation, including contracts, reports, and change requests.

Reporting & Dashboards -Assist in preparing project status reports, dashboards, and summaries for PMO leadership and executive stakeholders.

Process Improvement -Identify opportunities to improve coordination and administrative workflows within the PMO and Digital Enablement team.

Compliance & Governance -Ensure adherence to internal project governance standards and assist in audit preparation and compliance tracking.

Grade 12 / Matric Certificate

Tertiary qualification in Business Administration, Project Management, or Information Communication Technology (ICT)

3 years' experience in project coordination or administrative support within a PMO or similar environment

Experience with a Finance/Accounting Software - SAP FI preffered (Financial Accounting) and invoice processing is highly advantageous

Strong organizational and multitasking skills

Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

Excellent communication and stakeholder engagement abilities

Ability to work in a fast-paced, high-volume project environment

Attention to detail and a proactive approach to streamlining administrative processes

Between 3 - 5 Years

ELIGIBILITY

Suitably qualified candidates

CLOSING DATE

REFERENCE NUMBER

CS 162/25 Ext

SALARY

R R p.a.

DEPARTMENT

Information Systems and

Technology

DIRECTORATE

CORPORATE SERVICES Project Coordinator - SmartCape

Requirements

• A relevant three-year tertiary qualification
• Candidates with a degree will be given preference
• A minimum of four (4) to five (5) years' relevant experience in

a in a project/programme management office environment

• Experience in an ICT environment will be advantageous
• Computer literacy in MS Office Applications and SAP proficient
• A valid driver's licence.

Key Performance Areas

• Provide a high level of administration support services for

the SmartCape programme

• Coordinate and attend City and SmartCape events
• Responsible for ensuring that SmartCape projects are

formally registered, captured and updated

• Asset management champion for SmartCape to assist with

tracking of assets and technology refresh projects

• Manage multiple IS&T related projects and ensure effective

delivery of projects

• Communicate professional knowledge to stakeholders and

project team members (including contractors /consultants)

• Monitor SmartCape projects for conformance to standards,

good governance and best practices within IS&T

• Complete project related documentation to ensure

compliance with City processes

• Capture meeting minutes, monitor and track projects within

the programme

• Coordinate and maintain SmartCape dashboard reports and

ensure their timely distribution to all stakeholders (IS&T

management and business owners) via the Head of

SmartCape

• Identify opportunities and implement solutions to seeks ways

to maximise the City's investments.

The main purpose of the job is to be responsible for coordinating projects of various types and sizes for the business. The incumbent must draw up Project Plans and ensure they are delivered to the highest standard.

• Managing Projects

• Manage Tenders/ New Business Development

• Assist project manager with the coordination of resources

• Project Delivery

• Administrative Support

• To uphold and promote the company values and culture

Grade 12

Project Management Programme / Course

3 years' experience in the building industry

3 years' experience in a buying, negotiating, ordering, sales and merchandising

Good Product knowledge in building materials

Certificate or Diploma in Project Management

Drive Learning Success and Shape Futures with BSI – Join Our Team as a Project Coordinator

BSI is an accredited and trusted business skills training provider for learners, professionals and companies in Africa. We offer students of all ages and companies digital, blended and in-class skills training, short courses, qualifications, and workshops across a wide range of business skills topics to meet their career needs and move their futures forward.

The Project Coordinator is an essential member of the Operations team and is responsible for coordinating training programmes by ensuring that learners are inducted and registered. The role is also responsible for learner support, managing the assessment and moderation process and acting as the communication liaison between stakeholders (client, learners, facilitators, assessors and moderators).

Responsibilities

• Coordinate and facilitate inductions.

• Register learners on the relevant systems.

• Provide telephonic / email / Whatsapp support to learners.

• Maintain regular communication with learners.

• Identify and communicate learning barriers and needs to facilitators and assessors.

• Schedule assessments and moderation in line with project schedules.

• Support and guide assessors and moderators.

• Compile monthly progress reports and host monthly progress meetings with clients.

• Client liaison from start to end.

• Monitor project progress and resolve issues.

• Create and maintain comprehensive project documentation, plans, and reports.

• Process all learner and project administration.

• Review and sign off training related invoices.

Qualifications

• Minimum Grade 12 / Matric

• Proficiency in MS Office (MS Word, MS Excel, MS Outlook)

• National Certificate in OD ETD Practices (NQF Level 5) – advantageous

• Certificate in Project Management advantageous

Work Experience and Industry Exposure

• Minimum 2-3 years project coordination / administration experience is essential.

• Experience in the training and education (i.e. occupational learning) environment will be advantageous.

Skills / Competencies

• Attention to detail

• Ability to multi-task

• Customer focus

• Planning and organisation skills

• Problem solving and decision-making skills

• Resourceful

For more information, e-mail: -

Job Reference Number: R877A

Department: Grants Innovation and Product Development Directorate

Business Unit:

Industry: Academic

Job Type: Contract

Positions Available: 1

Salary: Market Related

The main objective of this position is to manage and coordinate a portfolio of projects / grant awards funded by the SAMRC through the Strategic Health Innovation Partnerships programme and various related grant programmes and to provide liaison between the SAMRC/DSTI and international strategic partnerships (e.g. EDCTP3/GHP, EDCTP Africa Office, OHAMR, GloPID-R, etc.).

Job Description

The main objective of this position is to manage and coordinate a portfolio of projects / grant awards funded by the SAMRC through the Strategic Health Innovation Partnerships programme and various related grant programmes and to provide liaison between the SAMRC/DSTI and international strategic partnerships (e.g. EDCTP3/GHP, EDCTP Africa Office, OHAMR, GloPID-R, etc.).This includes facilitating the initiation and monitoring of funded projects, coordinating the contract management process, reporting, financial management, disbursements, and recording of project outputs. This role involves liaison with the PIs and relevant university offices to ensure proper conduct of the projects and use of funds.The role also includes coordination of strategic programme activities and supporting stakeholder engagement. This includes administration of requests for applications (RFAs), supporting portfolio and programme development, reporting on programme outputs, and liaison with internal and internal stakeholders and strategic partners under the supervision of the programme manager and not as the SAMRC lead or representative.

Responsibilities according to Key Performance Areas:

1. Project Management

2. Responsible for the management of a portfolio of projects/grant awards (SHIP, EDCTP3/GHP, SAMRC) to ensure conduct and delivery of the projects in line with approved timelines, milestones and budgets
   
   This includes:

3. liaising with PIs and host institutions
4. attending regular project meetings
5. raising and addressing matters regarding project activities and budget
6. managing disbursements
7. reporting back on project progress and status
8. project monitoring and support – review technical and financial reports and make recommendations to management.
9. developing/updating project summaries on projects being managed
10. coordinating review meetings
11. filing project documentation

12. In consultation with and under the supervision of a Programme Manager and operating within clearly defined boundaries

13. Program Coordination

14. Lead and manage timely submission of high-quality South African Annual Workplans and reports to EDCTP3/GHP (e.g. In-Kind Activities (IKAAs))

15. Take initiative to source, extract and collate programme statistics and outputs for funder reports (EDCTP3/GHP, DSTI, OHAMR, SAMRC) and compile the reports for submission. This includes reporting on IKAAS to EDCTP.
16. Supply impact assessment reports of SA participation in EDCTP3/GHP, OHAMR, EP-PerMed, and GloPID-R with key statistics & indicators upon request. This includes liaising with the relevant secretariats, project coordinators, and project managers to obtain information on funded SA projects.
17. File programme documentation and maintain a database of information related to the administration and management of South African initiatives and projects related to the EU (EDCTP3/GHP, OHAMR, and GloPID-R)
18. Take initiative to source relevant EDCTP3/GHP, OHAMR, and GloPID-R calls and other relevant information for reporting to SAMRC and DSTI and dissemination to the SA research community
19. Facilitation of RFAs under the supervision and sign-off of programme manager, as required, including:
20. liaising with internal and external stakeholders to coordinate drafting and publicizing of RFAs through email, webinars, and/or roadshows, particularly to historically disadvantaged institutions of higher learning and research
21. field queries from applicants and institutions
22. facilitate the peer review and selection processes including coordinating selection committee meetings
23. contribute to the preparation of EMC submissions for award approvals
24. facilitate drafting and signing of funding agreements

25. provide feedback to applicants, including award letters and project initiation letters

26. Stakeholder Liaison

27. Serve as focal point of all South African EDCTP3/GHP and, OHAMR funded projects and initiatives for efficient and effective coordination and administration.

28. Act as a communication linkage between General Assembly members in DSTI/SAMRC and the EDCTP Africa Office in any scientific and policy matters in the interest of both EDCTP3/GHP and South Africa.
29. Contribute to arranging and participating in internal and external stakeholder events/meetings, including support for agenda preparation and dissemination of meeting materials and drafting media outputs
30. Support meeting planning and logistics in coordination with the administration staff, Programme Manager, Corporate and Marketing Division, Office manager and SAMRC Events team for larger beneficiary meetings
31. Drafting of meeting reports and monitoring of actions
32. Contribute to the preparation of stakeholder communication materials (e.g. website material, presentations, reports, etc.)

Duration of contract:

1 year

Remuneration:

R per annum ( cost-to-company)

Job Requirements

Core requirements

• 3-year tertiary qualification in a science or related discipline
• At least 2 - 3 years of relevant experience coordinating/ managing projects/grants (i.e. proven project management skills) as defined in the core key performance areas stipulated above.
• Experience in stakeholder liaison including coordinating stakeholder events/meetings

Advantageous:

• BSc degree or equivalent in biomedical science or related discipline
• Demonstrated experience working in a public funding and/or research environment or similar, managing or coordinating projects, grants, fellowships or scholarships.
• Experience working in international research funding programmes, particularly European Union/Commission-related funding programmes.
• Experience in multi-institutional programme coordination including contract management

Closing Date:

17th October 2025