Team Administrator

2 weeks ago

Midrand, Gauteng, South Africa DBSA Full time
Provide end
  • to
-end administrative support, consolidate reports and maintain the records management system for the unit. Including general administration and monitoring unit plans and reporting.

Key Responsibilities:

1. General Administration**- Provide administrative support to the unit:
  • Manage day
  • to
  • day administrative activities.
  • Manage diaries and arrange meetings.
  • Organise refreshments when required for meetings.
  • Take minutes, distribute for inputs and followup on actions required.
  • Perform administrative duties including typing and editing of reports, confidential correspondence and general documentation, filling, faxing, photocopying, and administrative work.
  • Perform secretariat functions for the internal committees that are part of the unit structures ensuring compliance with governance prescripts.
  • Coordinate and assist in the preparation of cluster/unit submissions to board, business review, management committees, adhoc resolutions from division specific committees (secretariat).
  • Administer the local and international travelling arrangements and the processing of claims for the units.
  • Attend to general queries made to the Head and team members, answer and screen incoming calls.
  • Administer procurement processes and facilitate the submission and processing of invoices and claims.
  • Coordinate, collate and assist in the preparation of reports and presentations for unit submissions.
  • Coordinate internal audit and monitoring activities, including periodic review of the division and units.
  • Collaborate with the events unit to coordinate plans for external stakeholder's events.
  • Processing of invoices and related tasks on SAP.

2. Monitoring Unit Plans and Reporting**- Assist in the coordination/preparation and alignment of unit/s balanced scorecard (BSC), and track and monitor plans to provide reports to the team.

  • Coordinate the preparation of the divisional/unit budgets and monitor the spending together with the budget owner.
  • Undertake project management tasks and provide project administration support on allocated projects.
  • Prepare and present reports concerning activities, expenses, budgets and other items affecting the division/unit.
  • Develop and maintain advanced record keeping (manual / electronic) and filling system to ensure an updated central repository and database for unit documents.
  • Coordinate service providers' database administration to ensure central repository of information on service providers.
Undertake other administrative duties as assigned, from time to time.

Key measurements of outputs:

1. Timeous and efficient team administration support.

2. Quality of presentations and reports.

3. Management of budget including operational expenses.

4. Documents generated accurately.

5. Minimal errors with regards to administration.

6. Effective record keeping management and retrieval systems.

Expertise & Technical Competencies:

Minimum Requirements:

  • Diploma in Administration or an equivalent qualification.
  • A minimum of 5 years administration and secretarial working experience.
  • High proficiency with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook).
  • Flexibility to be redeployed to a similar role within another sector/geography within the Division, based on business requirements.

Desired Requirements:

  • A project Management qualification.
  • SAP Procurement experience.

1. TECHNICAL COMPETENCIES**
a) Computer Literacy**
b) Written communication**- Understands that different writing styles are required for different documents or audiences.

  • Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
  • Reviews others' documents for clarity and impact.
  • Has a solid mastery of writing principles such as grammar, sentence construction etc.

c) Reporting**- Collates and conducts simple analyses of data for inclusion in a report.

d) Planning and Organising**- Is relied on to help others plan and organise their workload.

  • Uses effectively advance time management processes to deal with high workload and tight deadlines.
  • Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
  • Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and replanning.

e) Policies and Procedures**- Has detailed knowledge of policy and procedure relating to a specific area of work.

  • Is capable of implementing procedure, highlighting issues as appropriate.

f) Project Management**- Demonstrates a practical knowledge of project management principles and techniques.

  • Plans, defines, and manages projects within a department or area.
  • Identifies resources required and their appropriate role and skills.
  • Assists in the management of projects where the obje

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