Islamic Relief South Africa (IRSA) is a member of Islamic Relief Worldwide (IRW), a UK based international relief and development charity, which aims to alleviate the suffering of the world’s poorest people.


Position Identification

Position Title: Assistant Project Manager

Organisation: Islamic Relief South Africa ‘IRSA’

Location: Western Cape office or Kwazulu Natal office

Contract: One year fixed term

Reports to: Project Manager (Western Cape) or Project Manager (Kwazulu Natal)

Grade: TBD


Purpose of Position

The Assistant Project Manager will play a central role in ensuring that the main elements of the project are achieved in a timely and effective manner.


Key Accountabilities

Responsibilities:

  • 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
  • Analysing data as required
  • Conducting administrative duties, such as setting up meetings, and drawing estimates
  • Tracking and reporting project progress
  • Performing other duties assigned by the Project Manager in an orderly and efficient manner
  • Provide assistance and support for the planning and implementation of the project and activities
  • Provides assistance to the Project Manager with updating of databases, the administration of projects, and the preparation of documentation for the organization
  • Assists in the coordination, monitoring and evaluation of programmes/projects; carries out periodic status reviews; identifies issues and initiates requisite follow-up
  • Researches, compiles, analyses, summarizes and presents basic information and technical data on specific programmes/projects and related topics and
  • Drafts correspondence and communications related to all aspects of programme/project administration, including work plans, revisions and other related issues, as well as prepares team contributions for a variety of periodic
  • Serves as focal point for coordinating, monitoring and expedition of programme/project implementation activities in consultation with Project Manager
  • Assists with preparation for meetings and conferences
  • Takes notes and drafts executive summaries of
  • Serves as the focal point for administrative coordination on specific meetings and project implementation activities undertaken by the team, involving liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. travel arrangements, training, authorization of payments, disbursement of funds, procurement of equipment and services.
  • Provides general office assistance for the team; responds to complex information requests and inquiries; reviews, logs, and incoming correspondence; sets up and maintains files/records

Admin Management and Controls

Assist with the efficient administration of the project in terms of finances, keeping of records/minutes and other administrative tasks as required.  Update the server with all relevant documents as per project  Follow up with procurement department for all requests submitted.

  • Assist with the efficient administration of the project in terms of finances, keeping of records/minutes and other administrative tasks as
  • Update the server with all relevant documents as per project
  • Follow up with procurement department for all requests

 Project Monitoring

  • Communicate progress, risks, expectations, timelines and milestones to appropriate
  • Establish and maintain a usable and well-communicated schedule for all phases of the projects, ensuring effective Monitoring and Evaluation
  • Conducting regular field visits with Project Manager to ensure effective implementation of projects
  • Provide on-site leadership for project team by building and motivating team members to meet project goals, adhering to their responsibilities and project milestones

Reporting

  • Provide monthly narrative reports and submit to Project Manager
  • Develop regular projects updates as required and timely narrative activity reports, as
  • Monitor and report on a monthly basis actual expenditure and review the budget requirements if need be with line manager and Support Officer
  • Maintain database management
  • Qualitative reporting and implementation model ensured

Others

Any other duties assigned by the Project Manager or RPC


Key interfaces:

  • Head of Programs Department
  • Regional Programmes Coordinator
  • Support Programmes Officer
  • IRSA departments
  • Programs team

Educational Qualification:

Relevant University Degree


Skills & Knowledge Required

  • 3+ years’ experience in project management or administrative assistance
  • Proficiency in any management software
  • 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

Key Islamic Relief Qualities Required

It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below: 

  • Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
  • Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
  • Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and
  • Compassion (Rahma): We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and
  • Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.

 

Closing date: COB 5th June 2023

 

Please forward a copy of the completed application form, 1 page motivational letter and your CV along with a certified copy of your ID to recruitment@islamic-relief.org.za before the 5th June 2023


Dearest applicant, kindly consider the following: 

If the requirements of the application as above, is not met, we will consider the application as incomplete and this will therefore not be accepted.

Please note that if you do not hear from us by 12th June 2023, consider your application unsuccessful.

Over and above operational requirements Islamic Relief South Africa will take into account the country’s and organisational employment equity imperatives.

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