BARBRA MASOSHA MAJA
Project Officer
Pretoria,GP
Summary
Results-driven Project Administration and Programme Coordination professional with 5 years of experience supporting project implementation, governance structures, stakeholder engagement, reporting, procurement administration, and programme coordination within the public sector. Currently serving in the Programme Project Management Office (PPMO) at the Municipal Infrastructure Support Agent (MISA), providing project administration and coordination support across multiple infrastructure programmes. Experienced in coordinating multi-disciplinary teams, managing project schedules, facilitating governance processes, tracking deliverables, monitoring project progress, and preparing management reports for decision-making. Possesses a Postgraduate Diploma in Project Management and extensive experience providing secretariat support, maintaining project records, supporting procurement and contract administration processes, and coordinating stakeholders across national and provincial environments. Strong knowledge of public sector governance frameworks, including PFMA, MFMA, and procurement regulations. Recognised for exceptional organisational skills, attention to detail, relationship management, and the ability to manage multiple priorities in high-pressure environments.
Overview
12
12
years of professional experience
Work History
Project Administrator: Programme Project Management Office (PPMO)
MUNICIPAL INFRASTRUCTURE SUPPORT AGENT (MISA)
10.2021 - Current
- Provide programme and project coordination support to project managers and stakeholders, ensuring effective implementation, governance compliance, reporting, and monitoring of infrastructure projects.
- Key Responsibilities
- Coordinate day-to-day project implementation activities across multiple programmes.
- Support project managers in the development and maintenance of project plans and schedules.
- Monitor project progress and follow up on outstanding deliverables and action items.
- Track project milestones and support programme performance reporting.
- Liaise with internal and external stakeholders regarding project administration requirements.
- Coordinate meetings, workshops, and stakeholder engagements.
- Prepare agendas, meeting packs, minutes, attendance registers, and action trackers.
- Perform secretariat functions for the Portfolio, Programme and Project Lifecycle Model (PPLCM) Gate Authorisation Committee.
- Maintain project information and documentation within electronic project management systems.
- Ensure project records are organised, updated, and readily accessible.
- Support procurement and contract administration processes.
- Facilitate invoice submissions, claims processing, and project expenditure tracking.
- Compile and consolidate project progress reports and programme performance presentations.
- Assist project managers in monitoring implementation schedules and programme delivery timelines.
- Coordinate travel arrangements and logistics for project activities and stakeholder meetings.
- Key Achievements
- Successfully supported project managers across Head Office and nine provincial offices.
- Improved document management and project record accuracy through proactive monitoring and follow-ups.
- Contributed to effective governance processes through secretariat support and compliance management.
- Supported timely submission of project reports, presentations, and governance documentation.
- Coordinated project schedules, ensuring alignment with infrastructure development timelines.
- Managed documentation processes, enhancing accuracy and accessibility of project files.
- Facilitated communication between stakeholders, improving collaboration on municipal projects.
- Implemented tracking systems for project milestones, promoting timely progress updates.
- Organized critical documentation for easy access and retrieval, increasing team productivity.
- Streamlined administrative processes by implementing efficient workflows that reduced paperwork burdens.
Secretary and Management Information Systems Officer: Supply Chain Management
SOUTH AFRICAN POLICE SERVICE (SAPS)
10.2015 - 09.2021
- Provided administrative, reporting, governance, and information management support within the Supply Chain Management environment.
- Key Responsibilities
- Compiled monthly performance monitoring and management reports.
- Coordinated internal and external audit processes and facilitated responses to audit findings.
- Maintained departmental databases and management information systems.
- Provided secretariat services to Bid Specification, Evaluation, and Adjudication Committees.
- Managed office administration and executive support functions.
- Coordinated asset management processes and maintained asset registers.
- Supported procurement and supply chain management activities.
- Prepared agendas, meeting packs, minutes, and committee documentation.
- Maintained filing systems and ensured compliance with governance requirements.
- Managed stakeholder queries and facilitated communication between departments.
- Key Achievements
- Supported effective governance and compliance within SCM committees.
- Contributed to audit readiness through accurate record keeping and reporting.
- Maintained reliable management information systems and reporting processes.
- Managed scheduling and correspondence for senior officers, ensuring streamlined communication within department.
- Organized and maintained confidential records, enhancing accessibility and compliance with regulatory standards.
- Coordinated meetings and events, facilitating effective collaboration among team members and stakeholders.
- Developed efficient filing systems, improving document retrieval times and operational efficiency.
- Oversaw inventory management of office supplies, ensuring availability while minimizing excess expenditures.
- Assisted in compiling reports for departmental reviews, contributing to data accuracy and informed decision-making processes.
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
- Maintained daily report documents, memos and invoices.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
Intern: Office of the Chief Financial Officer
THE PRESIDENCY
04.2014 - 03.2015
- Provided executive, administrative, and secretariat support to the Chief Financial Officer.
- Key Responsibilities
- Managed diary and meeting arrangements for the CFO.
- Coordinated travel and accommodation arrangements.
- Maintained correspondence tracking systems.
- Supported stakeholder engagements and communication.
- Managed filing and document management processes.
- Provided meeting administration and secretariat support.
Education
Postgraduate Diploma - Project Management
University of South Africa (UNISA)
Pretoria, South Africa01.2024
B-Tech - Business Administration
Vaal University of Technology
Vaal, South Africa01.2013
Diploma - Office Management and Technology
Vaal University of Technology
Vaal01.2012
National Senior Certificate - Grade 12
M.H. Baloyi Secondary School
01.2008
Skills
Project and Programme Coordination
Project Scheduling and Milestone Tracking
Programme Implementation Support
Stakeholder Engagement and Coordination
Governance and Secretariat Support
Performance Monitoring and Reporting
Documentation management
Scheduling and planning
Project reporting
Meeting facilitation
Project management
Risk management
Effective communication
Time management
Problem-solving abilities
Multitasking Abilities
TECHNICAL KNOWLEDGE
- Project Management Principles and Practices
- Programme Governance and Reporting
- Public Finance Management Act (PFMA)
- Municipal Finance Management Act (MFMA)
- Preferential Procurement Policy Framework Act (PPPFA)
- Intergovernmental Relations Framework Act
- Records and Information Management
- Procurement and Contract Administration
- Performance Monitoring and Reporting
PERSONAL ATTRIBUTES
- Strong planning and organisational skills
- Excellent communication and stakeholder management
- High attention to detail
- Ability to manage multiple priorities and deadlines
- Strong team player and collaborator
- Proactive and results-oriented
- Adaptable and resilient under pressure
- Professional and ethical conduct
References
- Azwindini, Mukheli, Director: Project Management and Coordination, Azwindini.mukheli@misa.gov.za, 083 604 4186, MISA
- Michelle, Layte, Chief Director: Programme Project Management, Michelle.Layte@misa.gov.za, 064 769 1650, MISA
- Luvuyo, Maliti, Provincial Commander: Risk and Integrity Management, malitiM@saps.gov.za, 083 535 5215, SAPS
PROFESSIONAL DEVELOPMENT
- Compulsory Induction Programme (National School of Government)
- Breaking Barriers to Entry into the Public Service Orientation Programme
- Business English and Report Writing Skills
Timeline
Project Administrator: Programme Project Management Office (PPMO)
MUNICIPAL INFRASTRUCTURE SUPPORT AGENT (MISA)
10.2021 - Current
Secretary and Management Information Systems Officer: Supply Chain Management
SOUTH AFRICAN POLICE SERVICE (SAPS)
10.2015 - 09.2021
Intern: Office of the Chief Financial Officer
THE PRESIDENCY
04.2014 - 03.2015
National Senior Certificate - Grade 12
M.H. Baloyi Secondary School
Postgraduate Diploma - Project Management
University of South Africa (UNISA)
B-Tech - Business Administration
Vaal University of Technology
Diploma - Office Management and Technology
Vaal University of Technology