Job description for Project Admin (Banking) at PT Unilabel Pakindo Jaya
1. Project Documentation Administration
* *Document Management:* Manage all project documents in accordance with company standards.
* *Version Control:* Ensure all documents are properly versioned.
* *Completeness Check:* Ensure the completeness of documents before they are submitted to the review forum.
* *Repository Management:* Store documents in the designated repository.
* *Template Consistency:* Maintain the consistency of document templates.
2. Review Forum Coordination
* *Agenda Setting:* Formulate forum agendas based on project needs.
* *Meeting Scheduling:* Schedule meetings with relevant stakeholders.
* *Invitations & Materials:* Send out meeting invitations and prepare the materials to be reviewed.
* *Pre-Forum Distribution:* Ensure all participants receive the necessary documents prior to the forum.
* *Minutes of Meeting:* Write and distribute the minutes of meetings (MoM).
3. Approval Management
* *Approver Identification:* Identify the parties required to provide approvals.
* *Workflow Management:* Manage the approval workflow in accordance with governance policies.
* *Follow-up:* Follow up on pending approvals.
* *Documentation:* Ensure all approvals are properly documented.
* *Archiving Evidence:* Archive proof of approvals.
* *Decision Tracking:* Document all decisions made during the forum.
4. Project Administration Status Monitoring
* *Completeness Monitoring:* Monitor the status of document completeness.
* *Review Tracking:* Monitor the progress of ongoing reviews.
* *Approval Tracking:* Monitor the status of pending approvals.
* *Reminders:* Send out reminders to the designated PICs (Persons In Charge).
* *Admin Dashboard:* Create and maintain a project administration dashboard.
5. Archive Management
* *Post-Project Archiving:* Archive all documents once the project is completed.
* *Folder Structure:* Maintain a clean and organized project folder structure.
* *Traceability:* Ensure all documents are easily searchable and traceable.
* *Audit Compliance:* Ensure all documents comply with internal audit policies.
