Project Administrator

This document outlines the responsibilities and activities of a Project Administrator (PA) supporting third-party onboarding and change initiatives within Commercial Payments. The PA role focuses on coordination, tracking, governance, and handover, working closely with Project Managers, Operations, Technology, Risk, Compliance, and external third parties.

• The Project Administrator (PA) is responsible for end-to-end coordination, tracking, and governance, not technical delivery.
• Where activities are owned by other roles (Technology, Operations, Risk, Compliance, Schemes), the PA ensures clear ownership, agreed timelines, and active follow-up.
• The PA maintains the single source of truth for project status, decisions, approvals, risks, and dependencies.
• New third-party onboardings start from Phase 1. Existing third parties requesting functional changes start from Phase 3, unless otherwise agreed.

• Create and maintain the project plan, milestones, and dependency log.
• Populate, version control, and socialise the Statement of Work (SoW).
• Coordinate requirement gathering workshops and ensure all mandatory stakeholders are engaged (e.g. Firewalls, Security, Architecture).
• Confirm scope, assumptions, constraints, and out of scope items.
• Track requirement sign off and readiness to proceed to build.

• Log and track IPSEC / connectivity requests to completion.
• Coordinate completion and signature of crypto key documentation.
• Track CAB submissions, approvals, and implementation dates.
• Maintain visibility of change freeze periods and their impact on timelines.
• Confirm UAT connectivity readiness before test execution.

• Log UAT requests and confirm QA resource assignment.
• Schedule and coordinate UAT planning and test walkthrough sessions.
• Track UAT test execution, defects, retesting, and resolution.
• Ensure formal UAT sign off is obtained and stored.
• Coordinate the change request to move from UAT to Pilot.
• Coordinate production connectivity requests and CAB approvals.
• Track production firewall and network changes.
• Ensure alignment with release calendars and change windows.
• Confirm production readiness prior to Pilot execution.
• Coordinate Pilot transaction execution and validation activities.
• Ensure Pilot transactions are logged and reviewed with Acquiring Support.
• Track Pilot outcomes, issues, and remediation actions.
• Obtain Pilot sign off and coordinate CAB awareness submission.

• Monitor early life production stability (typically two weeks).
• Track and close all outstanding defects and actions.
• Coordinate formal handover to Business as Usual (BAU), including support and escalation paths.
• Ensure all project documentation and approvals are stored centrally.
• Formally close the project and notify KAA, KAM, and relevant stakeholders.

• Project Administration
• Coordination
• Tracking
• Governance
• UAT Management
• change management
• Technical Scoping
• Requirement Gathering
• Network Connectivity
• firewalls
• Security
• Architecture