Open Roles at Mini Group

Position Summary

• Reporting to the IT Projects Supervisor / Project Manager, the IT Project Assistant – Support will help with the planning, coordination, and execution of IT projects. The role will involve supporting project documentation, tracking project progress, preparing reports, communicating with stakeholders, scheduling meetings, and following up on project action items.
• The successful candidate will work closely with project teams and management to support efficient and effective project delivery.

Key Duties & Responsibilities

Project Coordination

• Assist in planning, scheduling, and coordinating IT projects to ensure assigned tasks are completed on time.
• Track project progress, milestones, and deliverables to support timely completion.
• Support the IT project team in preparing project documentation, reports, and presentations.

Communication & Stakeholder Support

• Assist in communicating project updates to stakeholders through status reports and meetings.
• Coordinate with team members and other departments to support clear communication and collaboration throughout the project lifecycle.
• Schedule meetings, take meeting minutes, and follow up on agreed action items.

Documentation & Reporting

• Maintain project documentation, including project plans, schedules, task lists, and risk logs.
• Prepare and maintain project records, ensuring all documents are up to date and accessible.
• Assist in generating regular project reports and summaries for management.

Resource & Budget Management Support

• Assist in tracking project resources including personnel, equipment, and software.
• Support tracking of project expenses against approved budgets and report discrepancies where necessary.
• Coordinate with vendors and suppliers to support timely delivery of IT equipment and services.

Risk Management

• Support the IT Projects Supervisor in identifying, tracking, and managing project risks.
• Assist in updating risk logs and reporting project risks to the supervisor or project manager.

Testing & Implementation Support

• Assist in coordinating testing, deployment, and post-implementation activities for IT projects.
• Work with IT teams to ensure new systems and solutions are properly tested and implemented according to project requirements.

Process Improvement

• Contribute to improving project management processes by suggesting practical improvements and efficiencies.
• Stay updated on project management tools and techniques to enhance support to the project team.

Qualifications & Experience

• Diploma or Bachelor’s Degree in Information Technology, Project Management, or a related field.
• At least 1 year of experience or internship exposure in project management or IT-related roles.
• Experience assisting or coordinating IT projects will be an added advantage.
• Familiarity with IT project management tools such as Jira, MS Project, or Trello will be an added advantage.
• Basic understanding of IT infrastructure, systems, and the Software Development Lifecycle.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Key Skills & Competencies

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Good documentation, reporting, and follow-up skills.
• Ability to work collaboratively with project teams, vendors, stakeholders, and other departments.
• Strong willingness to learn and support continuous improvement in IT project delivery.

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Position Summary

• Reporting to the IT Projects Supervisor / Project Manager, the IT Clerks will be responsible for reviewing and analysing assigned records, identifying discrepancies or missing information, accurately capturing findings, maintaining proper records, and supporting the project team in assessing identified issues.
• The role requires strong attention to detail, accuracy, confidentiality, good Excel skills, and the ability to work with large volumes of documents and data within set project timelines.

Key Duties & Responsibilities

Document Review & Analysis

• Review and analyse assigned records, documents, data, and other information as required.
• Identify discrepancies, anomalies, gaps, trends, and exceptions within the information reviewed.
• Compare and reconcile related information to identify inconsistencies or areas requiring further review.
• Document findings accurately and escalate significant issues to the Project Supervisor / Project Manager.

Data Capture & Reporting

• Accurately capture findings and relevant information in Excel and other designated tools.
• Maintain records of reviewed, pending, and incomplete documents.
• Prepare regular progress updates on assigned work.
• Support consolidation of findings and project reports.

Records Management

• Organize and maintain assigned documents, records, and information in a structured and accessible manner.
• Maintain accurate tracking and status of physical and electronic records.
• Identify and report missing, incomplete, or improperly maintained records.
• Ensure documents and records are properly handled, stored, retrieved, and maintained in line with established procedures.

Quality & Compliance

• Verify captured information against source documents for accuracy.
• Follow established review procedures, templates, and guidelines.
• Maintain confidentiality of all documents and information handled.
• Escalate issues and exceptions in accordance with established procedures.

Process Improvement

• Identify opportunities to improve document review and analysis processes.
• Support standardisation of document review and reporting practices.

Qualifications & Experience

• Diploma or Bachelor’s Degree in Accounting, Finance, Business Administration, Records Management, ICT, Statistics, or a related field.
• Relevant certificate qualification with demonstrated experience may be considered.
• At least 1 year of experience in document review, data analysis, records management, administration, finance, audit support, or a related role.
• Experience working with large volumes of documents or financial records will be an added advantage.

Key Skills & Competencies

• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Ability to use Excel functions, filtering, sorting, and basic data analysis.
• Good document and records management skills.
• Strong analytical skills and attention to detail.
• High accuracy and ability to work with large volumes of information.
• Proactive approach with ability to identify and escalate issues.
• Good organisational and time-management skills.
• Good communication and teamwork skills.
• High level of integrity, confidentiality, and discretion.

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Position Summary

• Reporting to the IT Projects Supervisor / Project Manager, the Project Assistant – Monitoring & Controls will support project monitoring, governance, and controls across multiple projects.
• The role will focus on tracking project scope, schedules, budgets, stakeholders, resources, deliverables, risks, dependencies, user acceptance testing, compliance, documentation, and overall project performance.
• The successful candidate will provide timely visibility of project progress, emerging risks, control gaps, and potential deviations to support corrective action and escalation.

Key Duties & Responsibilities

Project Monitoring & Tracking

• Maintain project plans, action trackers, milestone trackers, and project status reports to ensure activities remain aligned to agreed scope, timelines, deliverables, responsibilities, and quality standards.
• Monitor project progress, dependencies, risks, issues, and outstanding actions, and escalate delays or emerging concerns where necessary.

Controls & Governance

• Monitor adherence to approved project processes, procedures, and controls.
• Maintain project governance documentation including decisions, approvals, action logs, and change requests.
• Track compliance with agreed project requirements and implementation procedures.
• Identify control gaps, process deviations, and potential project risks.

UAT & Quality Assurance Support

• Coordinate and track user acceptance testing activities across projects.
• Maintain UAT schedules, test scripts, test results, and defect trackers.
• Monitor resolution of defects and exceptions and verify that agreed UAT requirements and signoffs are completed before deployment.
• Support regression testing and post-deployment validation.

Project Reporting & Analytics

• Prepare project status reports and consolidate project performance information for management review.
• Develop and maintain dashboards and trackers for project KPIs.
• Analyse project data to identify trends, bottlenecks, recurring issues, and projects at risk of delay or non-compliance.

Risk, Issue & Change Management

• Maintain project risk and issue registers.
• Monitor mitigation and resolution actions.
• Track change requests and ensure they are properly documented and approved.
• Escalate risks, unresolved issues, and scope changes to the Projects Team Lead.

Process & Documentation Controls

• Ensure project documentation is complete, current, and properly maintained.
• Support process mapping, SOP development, and checklist creation.
• Conduct periodic reviews of project documentation and implementation records.
• Maintain project repositories and ensure appropriate version control.

Post-Implementation Monitoring

• Support post-go-live reviews and implementation assessments.
• Track outstanding items following project deployment.
• Monitor whether implemented solutions are achieving intended outcomes.
• Support lessons-learned exercises and continuous improvement initiatives.

Qualifications & Experience

• Diploma or Bachelor’s Degree in Project Management, Business Administration, Information Technology, Business Information Technology, or a related field.
• 1–3 years’ experience in project coordination, PMO, business analysis, quality assurance, operations, or a related role.
• Good understanding of project management principles and methodologies.
• Experience working with project trackers, reporting tools, and documentation.
• Exposure to UAT, software implementation, or technology projects will be an added advantage.

Key Skills & Competencies

• Strong analytical and reporting skills.
• Excellent attention to detail.
• Strong follow-up and coordination skills.
• Good understanding of project controls and governance.
• Ability to identify risks, gaps, and inconsistencies.
• Good written and verbal communication skills.
• Strong documentation skills.
• Ability to work across multiple projects simultaneously.
• Proficiency in Microsoft Excel, Google Sheets, and presentation tools.