Campaign Officer

2 weeks ago

Cape Town, South Africa Allan Gray Orbis Foundation Full time

**Purpose of Role**:
The Allan Gray Orbis Foundation has a vision of an entrepreneurial, equitable South Africa, flourishing with meaningful employment and a mission to foster a community of responsible entrepreneurs.

**Objectives of Role**:

- Meet with internal stakeholders before the start of a new campaign/process to obtain brief, establish support requirements and timelines
- Scope DMC processes to meet campaign/process brief to determine workflow and capacity plan
- Provide feedback to client to negotiate and reach agreement on deliverables and timelines
- Determine and manage resource requirements e.g. Equipment, documents, templates as per the process timelines and campaign requirements with Team Leader
- Create new Accounts in system related to selection campaigns or programmatic processes
- Manage DMC folders on SharePoint to ensure storage procedures are maintained
- Implement and manage filing and archiving procedures
- Manage closure activities related to campaigns and processes
- Implement and manage filing and archiving procedures
- Manage closure activities related to campaigns and processes
- Fulfils the role of CRM super user
- Team leader/manager informed of any negative or positive trends
- Train new users on CRM
- Maintain user guide
- Perform user acceptance tests of new enhancements or upgrades to CRM
- Liaising with 3rd party suppliers to resolve technical issues on CRM
- Deal directly with customers either by telephone or electronic mediums
- Transfer and announce calls to appropriate departments
- Identify, research, and resolve customer issues using our CRM systems and tools
- Communicate progress and resolution of issues to internal and external customers
- Complete call logs and document all customer contacts in the CRM system
- Allocate and distribute work to ensure minimum overtime is required
- Escalates needs for temp capacity to manager
- Manages temporary staff attendance
- Manages overtime worked by temporary staff and manage temporary staff budget
- Build team cohesion - how do we measure this
- Meets with internal stakeholders on a regular basis to review service delivery standards and provides report to management
- Consolidates campaign overview for input into functional forum dashboard
- Generates ad-hoc reports and/or standard reports as requested
- Develop a quality plan for campaigns and processes
- Implement and manage quality control checks for data capturing and data processing
- Examines mail merged documents to ensure that quality standards are met
- Conducts quality assurance audits to ensure compliance and opportunities for continuous improvement
- Investigates and resolves queries relating to selection and other processes
- Meets with clients on a regular basis to review service delivery standards and provides report to management
- Reviews the design workflow for tracking and capturing of statutory
- Mail merges memoranda of agreement based on category of each scholar
- Receives and checks signed memoranda of agreement, scans document and saves to SharePoint
- Arranges for each memorandum of agreement to be forwarded to Headmaster of placement school
- Follows up with custodians that documentation has been received and advising that pending telephone call to explain contents
- Sends signed copy of memorandum of agreement and permission letter to custodian for signature
- Follows up to ensure that signed copy of Memorandum of Agreement is received from custodian/Fellow and filed
- Follows up with custodians/Fellows that documentation has been received and that information will be provided on conditional renewals
- Ensures that all documentation is filed appropriately
- Responds to requests for support and actions accordingly
- Provides process support for programmes to meet their project deadlines

**Experience and Qualifications**:

- Identification with the Foundation’s Vision, Mission and Ethos
- National Diploma (Relevent Qualification to Data Administration)
- 3 years relevant experience

**Competencies**:

- Attention to detail
- Building Partnerships/Relationships
- Controls Quality & Standards
- Planning and Organising
- Stewardship
- Results Orientation/Drive
- Service Excellence
- Team Leadership

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