HR191
NOTES
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JOB DESCRIPTION
Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm
This form serves as a template for the writing of job descriptions.
A copy of this form should be kept on file in your office.
For re-evaluations, this form must be sent to your relevant HR Advisor/Officer
POSITION DETAILS
Position Title (current title)
Status of Post (tick)
Project Manager and Trainer
X
New Post
Job Grade (current grade)
10
Faculty (if applicable)
n/a
Department
UCT Libraries
Section (if applicable)
Technical Services
Date of Compilation
November 2013
Re-evaluation
FOR OFFICE USE
Job Title
Date of Grading
Grading Result
ORGANOGRAM
Deputy Director: Technical Services
Library Operations Manager
Project Manager and Trainer (this post)
PURPOSE
The Project Manager and Trainer (PM) will use specific project management expertise in managing a wide
range of multiple projects in the dynamic and changing environment of the UCT Libraries. The projects will
range in size and complexity from building projects (in partnership with Properties & Services), strategic
library projects, digitization projects and grant funded projects. Where applicable, the PM will also support
Library Project Owners and Sponsors within the UCT Libraries.
The PM will be employed to also train and build project management capacity across the Libraries by working
alongside library staff to assist with proposal scoping, budgeting and resource allocation, maintaining
mechanisms to track and monitor project milestones, activities and status of all contracts/grants on agreed
frequency.
The PM will support the Library Management Team with proposal writing (project definition, planning,
budgeting and resourcing) to obtain institutional or external funding for building or innovation projects that will
ultimately be managed by the Project Manager and Trainer.
7 March 2014 revised
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JOB CONTENT
Key Performance Areas (4 – 6)
% of
time
spent
Activities / Objectives / Tasks
1.
40%
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Management and coordination
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7 March 2014 revised
Managing and coordinating
multiple projects consecutively
on a day-to-day basis, including
tracking milestones and
deliverables, training and
associated activities
Establish post project
governance structures
Facilitate bi annual project
reviews
Manage the prioritization
process and scoping of potential
projects
Support project owners in
planning and executing the
project according to deadlines
and within budget.
In consultation with project
owners conceptualise, develop
and manage a detailed project
implementation plan.
Coordinate and ensure quality
control of project activities and
outputs.
Acquiring and distributing
resources and coordinating
efforts of team members, third
party contractors, project
funders and university
departments
Taking a lead role in identifying
and advising LMT project
decision-making.
Working with the Marketing and
Project Support Librarian to
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Results / Outcomes
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Well-managed and
executed projects – on
brief, budget and time.
Well-managed relations
with University Properties
and Services and
contractors.
Projects delivered on brief,
budget and time
Demonstrates strong
collaboration skills for
working with variety of
stakeholders.
Competencies
 Project management
 Technology development
 Team leadership and people
management skills – ability to
encourage and motivate
 Reporting skills – excellent
written skills (MS Word),
numeracy skills (MS Excel)
 Strong interpersonal
communication
 Understanding of budgets
HR191
Key Performance Areas (4 – 6)
2.
3.
4.
% of
time
spent
Monitoring, evaluation and
reporting
10%
Communications and networking
10%
Business Plan/Proposal
Development
7 March 2014 revised
10%
Activities / Objectives / Tasks
implement projects identified in
consultation with the Library
Operations Manager
 Contributing input on the
alignment of projects with the
institution’s strategic goals
 Managing risk within projects
and alerting the Library
Operations Manager and/or
LMT to high risk occurrences
 Ensuring effective monitoring
and evaluation (M&E) of project
activities, outputs and outcomes
using appropriate tools
 Budgeting for, monitoring and
regularly reporting on all project
technical, administrative and
financial activities and outputs.
 Ensuring effective internal project
communications, in cooperation
with the Library project owners
and sponsors.
 Ensuring effective external project
communicationsvia a dedicated
project webpage, project
promotional materials, and project
members participation in
dissemination, policy engagement
and capacity-building activities.
 Provide input for Business Plans –
especially in terms of costing,
development milestones and
timelines, draw-downs from
investors, project team
composition, facility requirements,
regulatory requirements and
budget preparation.
 Knowledge of funder
requirements and criteria.
Maintain working relations with
University Development (fundPage 4 of 5
Results / Outcomes

Appropriate monitoring
mechanisms are in place to
manage risk and ensure
adherence to milestones.
 Communication via dedicated
webpage, blog, social media,
internal newsletter.
 Flagging issues and celebrating
and publicizing successes.
 Input to relevant sections to
create strong Business Plans or
Funding Proposals to attract
start-up or innovation funding.
 Proposals correctly defined,
scoped, budgeted and resourced.
 Ability to write business plan.
 Ability to make presentations to a
variety of audiences.
Competencies
 Understanding of, and
experience with, technical,
administrative and financial
monitoring, evaluation,
management, accounting and
reporting concepts and tasks.
 Reporting skills
 Excellent written and verbal
public communication skills
 Strategic vision, and ability to
implement vision through
practical action
 Business Plan writing skills –
knowledge of the components
of a business plan and ability to
assemble required information.
 Project costing and planning.
 Project planning and resourcing
and settling clear deliverables
and timelines.
 Attention to detail.
 Proposal writing skills – ability
to clearly define tasks,
HR191
Key Performance Areas (4 – 6)
% of
time
spent
Activities / Objectives / Tasks
Results / Outcomes
raising) staff to identify potential
projects.
5.
Grant / Building Project Fund
Management
10%
 Administration of approved
proposals, tracking allocations,
minutes of review meetings;
 Project management overview to
ensure that funded projects are
reported on regularly, meet their
targets and that suspensive
conditions are resolved ahead of
transfer of funding.
6.
Training and development to build
project management capacity
20%
Capacity building and training of
library staff in project management
principles
Providing library project owners
and/or teams with a day-to-day
point of contact for project related
advice.
Write and deliver the project
management module within the
Library & Information Studies
Centre (LISC) curriculum.
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Competencies
milestones and quantitative
deliverables
 Well-administered Funds.
 Well motivated and presented
funding applications
 Project objectives met.
 Ability to control project budgets
and expenditure.
 Ability to use tools to control
project budgets.
 Ability to write accurate reports
for a variety of audiences.
 Library staff with improved skill
sets in in basic project
management principles and
processes.
 Active participation in teaching
role in LISC both pre- and postdelivery.
 Admin and reporting skills (MS
Word. MS Excel)
 Knowledge of Project
management tools
 Strong interpersonal skills
 Ability to clearly explain tasks,
monitoring mechanisms and
reporting techniques
 Presentation skills
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MINIMUM REQUIREMENTS
Minimum Qualifications
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A Bachelor’s degree
Minimum Experience
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5 years’ relevant working experience of which 3 years is in managing multiple
projects in dynamic and changing environments.
2 years’ experience in capacity building and training of staff in project
management skills.
A basic understanding of architectural plans and experience of pre- and post
handover procedures for building-related projects is a recommendation.
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AUTHORITY
PRINT NAME
SIGNATURE
CONTACT NO.
DATE
Compiled by
Approved by
Reviewed by
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