Project Assistant – Monitoring & Controls

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.