Project Assistant – Monitoring & Controls

Role Overview

This position sits at the centre of project delivery, giving the Project Manager and IT Projects Supervisor a reliable, real-time picture of how each initiative is tracking against its agreed scope, schedule, budget and quality expectations. Day to day, you will keep plans, registers, trackers and reports current, follow up on outstanding actions, and flag anything that threatens delivery — whether that is a slipping milestone, an unresolved defect, an unapproved change or a gap in project controls. The value you bring is early visibility: catching deviations while there is still time to correct them, and making sure every decision, approval and signoff is properly captured and traceable.

Key Responsibilities

• Maintain project plans, milestone schedules, action logs and status reports so that activities, owners, deadlines and deliverables stay aligned with what was agreed.
• Track progress across multiple concurrent projects, monitoring dependencies, risks, issues and open actions, and escalating delays or developing concerns to the Projects Team Lead.
• Monitor adherence to approved project processes, procedures and controls, and surface control gaps, process deviations and potential exposure that need management attention.
• Keep governance records in good order — decision logs, approval records, change requests and action registers — and confirm that changes are documented and authorised before they take effect.
• Coordinate and track user acceptance testing: build and maintain UAT schedules, test scripts, results and defect logs, and verify that defects, exceptions and required signoffs are resolved and closed before deployment.
• Provide support for regression testing and post-deployment validation to confirm that released solutions behave as intended.
• Consolidate project performance data into regular status reporting and maintain dashboards and KPI trackers; analyse the data to identify trends, bottlenecks, repeat issues and projects at risk of delay or non-compliance.
• Maintain risk and issue registers, monitor mitigation and resolution activity, track outstanding items after go-live, and contribute to post-implementation reviews and lessons-learned exercises.
• Safeguard documentation quality by keeping project repositories complete, current and version-controlled, and by supporting process mapping, SOP writing and checklist development.

Requirements & Qualifications

• Education: Diploma or bachelor's degree in Project Management, Business Administration, Information Technology, Business Information Technology or a comparable discipline.
• Experience: 1–3 years in project coordination, a PMO environment, business analysis, quality assurance, operations or a similar role.
• Project management knowledge: A solid grasp of project management principles and methodologies, including how scope, schedule, risk and change are controlled through the delivery lifecycle.
• Tooling and documentation: Hands-on experience maintaining project trackers, reporting tools and document repositories, with proficiency in Microsoft Excel, Google Sheets and presentation software.
• Analytical ability: Comfortable interrogating project data, interpreting KPIs and translating numbers into concise reporting that supports decision-making.
• Attention to detail: Able to spot inconsistencies, missing approvals, inaccurate records and small discrepancies that could otherwise go unnoticed.
• Coordination and follow-through: Persistent in chasing actions to closure and capable of juggling several projects and stakeholder groups at once.
• Communication: Clear written and verbal communication, with the confidence to raise risks, gaps and unresolved issues promptly and constructively.
• Advantageous: Exposure to user acceptance testing, software implementation or technology-driven projects.