Executive Coordinator: Coverage

5 months ago

Midrand, South Africa DBSA Full time

To coordinate the divisions administrative functions and liaising with all key stakeholders both internally and externally. Manage the Executive’s administrative responsibilities such as scheduling, planning, organising and play a key role in the coordination of deliverables and activities internally and externally.

**Key Responsibilities**:
**1. **Divisional Operational Planning and Coordination**
- Coordinate the development of the division’s short and long -term plans and facilitate the scheduling and organising of planning sessions and final divisional plan aligned to the corporate plan and the Banks strategy.
- Coordinate and consolidate inputs for the preparation and alignment of the Divisional Balanced Scorecard (BSC) and provide support in drafting the final draft.
- Monitor and track the divisions performance against the balanced scorecard and provide reports on tracking progress, critical areas of improvement and priorities to ensure targets are achieved.
- Prepare and manage the budget for the division in consultation with the Executive.
- Provide coordination support to the Group Executive to manage various strategic initiatives and special projects on behalf of the Division.
- Conduct research and keeping abreast on topics affecting the division and prepare reports for decision making purposes.
- Participate in meetings to follow-up on key decisions and actions from the Board; Executive Management and ensure timely implementation and feedback is provided.
- Analyse and interpret data and/or reports from unit heads and project leads to provide dashboards and summaries outlining critical information and areas of concern.
- Compile and distribute divisional reports/presentations and communicate on behalf of the executive providing feedback and updates on initiatives, projects, and various operational tasks.
- Implement systems, processes and procedures to improve the divisions administrative efficiency, effectiveness and productivity.
- Act as a point of contact with staff and various stakeholders and provide insight on initiatives, projects and divisions activities.
- Coordinate the divisions human resources activities including the approval of human resource plans and ensuring that performance agreements are completed.

**2. **Risk Management and Governance Committee Support**

***
- Facilitate and co-ordinate the development and implementation of the risk register to provide an overview to the divisions management team.
- Monitor the divisions risk register and develop a risk matrix to evaluate and report on operational risks and risk mitigation actions implemented.
- Plan and schedule the performance of periodic management assurance reviews to assess the adequacy and effectiveness of the risk mitigation measures.
- Coordinate and assist in the preparation of divisional submissions to management and board committees, business review, management committees, ad hoc resolutions from divisional specific committees (secretariat).
- Coordinate internal and external audit review process and liaise with unit heads to consolidate feedback.
- Facilitate the development, management and monitoring of the division’s delegation of authority guideline, ethics / declaration of interest requirements, committee requirements and charters, as well as board requirements.

**3. **Office Administration**
- Develop specific templates for the division for standardisation of reporting and administrative efficiency.
- Administer the document management system to secure/ store data and provide a platform for sharing division information.
- Work with the Group Executive to support the planning and execution of day-to-day work routines and key deliverables.
- Management of the Group Executive’s office with specific reference to the following:

- Monitor that the Group Executive’s office is appropriately resourced with daily consumables;
- Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up;
- Draft and edit all communication (letters, routine correspondence) from the Office of the Executive for approval; and
- Provide inputs, review and quality assurance of all documents and reports from the Executive.
- Procurement of professional services on behalf of the Group Executive by developing the relevant procurement documents and ensuring that procurement is performed according to the policy.

**4. **Stakeholder Engagements**
- Consolidate and compile inputs from unit heads to develop a stakeholder management framework for the division which incorporates the engagement plan and reporting requirements for internal and external stakeholders.
- Manage the Executive’s engagements and communications with critical stakeholders, including Ministers’ and CEO’s.
- Oversee the management of partnership agreements with amongst others key stakeholders, partners, clients, service providers, and consultants.

Undertake other tasks as assigned by the Executive, from t

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