Ilka Meyer

Senior Project and Programme Administrator with over 20 years of experience supporting complex, multi-stakeholder environments across research, academia, government, and corporate sectors. Proven expertise in coordinating large-scale and donor-funded programmes, financial governance, compliance, and stakeholder engagement. Demonstrated ability to manage full project lifecycles, support programmes, and ensure audit readiness with consistent compliance outcomes.

Strong track record in enhancing operational efficiency, improving reporting accuracy, and enabling effective programme delivery across cross-functional teams.

Projects Administrator – Buildings Settlements & Regions Department at CSIR (2020-10 – Present)

• Coordinate and support concurrent projects, including large-scale donor-funded programmes
• Manage full project lifecycle: initiation, planning, execution, monitoring, and close-out
• Oversee financial administration for donor funded programmes, including budgeting, forecasting, and reporting
• Administer foreign-funded projects ensuring compliance with donor systems (GrantSolutions, DATIM, PMS)
• Lead and coordinate audit cycles, achieving full compliance with zero major findings
• Monitor financial dashboards, identify discrepancies, and implement corrective actions to improve reporting accuracy
• Prepare governance reports, dashboards, and submissions for programme committees and stakeholders
• Engage with 20+ stakeholders including government departments, international funders, and research partners
• Support procurement, contract management, and invoice processing in line with regulatory frameworks
• Contribute to process improvements and system enhancements to strengthen financial and operational efficiency

Departmental Administrator – Department of Mechanical & Aeronautical Engineering at University of Pretoria (2015-09 – 2020-09)

• Coordinated administrative and operational delivery for a large academic department supporting 300+ students annually
• Provided executive-level support to the Head of Department, including strategic coordination and governance documentation
• Managed departmental budgets, procurement processes, and financial reporting in compliance with institutional policies
• Supported academic and research programme coordination, including postgraduate processes and external examiners
• Administered academic planning and compliance, including timetabling, examinations, and accreditation standards (ECSA)
• Facilitated stakeholder engagement across academic staff, students, industry partners, and external examiners
• Organised and delivered 15+ annual events, including conferences, workshops, and academic ceremonies
• Maintained institutional systems (HEMIS, RIS), ensuring accurate reporting and data integrity
• Improved administrative systems and workflows, enhancing efficiency and service delivery

Departmental Coordinator – Talent Management and Remuneration Department at BMW South Africa (2014-06 – 2015-08)

• Provided executive support to senior HR leadership, including diary management, travel coordination, and reporting
• Managed procurement and financial processes using SAP, ensuring compliance with corporate governance
• Administered HR programmes (bursaries and education schemes), including financial tracking and reporting
• Produced monthly financial reports, forecasts, and operational presentations for senior management
• Coordinated national and international travel logistics, ensuring budget and policy compliance

Projects Administrator – Building Science and Technology Department at CSIR (2011-05 – 2014-05)

• Coordinated project and contract administration across infrastructure and health-related programmes
• Managed subcontractor administration across 40+ contracts, including procurement and payment processing
• Supported financial tracking, reporting, and year-end processes across multiple projects
• Organised national conferences and stakeholder engagements for government and donor-funded initiatives
• Prepared project documentation, compliance submissions, and stakeholder reports

Projects Administrator – Radar and Electronic Warfare Department at CSIR (2009-08 – 2011-04)

• Supported budgeting, financial monitoring, and reporting for defence-related projects
• Managed procurement processes, supplier liaison, and invoice tracking
• Coordinated stakeholder communication and project documentation
• Assisted with financial year-end reporting and audit preparation

Secretary – Radar and Electronic Warfare Department at CSIR (2007-12 – 2009-07)

Secretary & Public Relations Officer at ABB Powertech Transformers (2002-12 – 2007-11)

Client Services Consultant at Momentum (2002-07 – 2002-11)

HR Systems Support at SITA (1999-09 – 2002-06)

Receptionist for a dental practice at Dr CA van der Hoeven (1996-01 – 1999-12)

BCom Honours in Business Management – UNISA

Bachelor of Business Administration in Business Administration – Cranefield College (2023-01)

Advanced Diploma in Project Management – Cranefield (2013-01)

Programme Certificate in Project Management – University of Pretoria (2008-01)