Pibs Administrator

Responsible for providing secretarial and administrative support to the Head and the team.

**Qualification and Experience** Qualifications**
- Relevant Post Matric Certificate or Diploma

**Knowledge & Skills**
- 3 to 5 years proven Secretarial and Administration experience.
- The following computer skills and knowledge of office software packages are essential:

- MS Word; PowerPoint; Excel; Outlook
- Knowledge of SAP will be an added advantage

**Roles and Responsibilities** Key performance areas includes**:
**Office management: Manage the office effectively including**:

- Manage the Head’s diary
- Co-ordinate travel bookings, process financial travel claims and other claims as requested
- Event management and coordination
- Ensure filing system is in place and updated (including Docupedia)
- Requisition of stationery and marketing brochures
- Facilitate maintenance of office equipment
- Maintain an updated contact list for the department
- Facilitate the on boarding of new staff members joining the team
- Adhoc administration requests.

**Pipeline **Management**: Proactive management of the unit’s pipeline, including**:

- Timeous registration of enquiries
- Follow-up on old enquiries and taking appropriate action
- Acknowledgement letters sent out timeously
- Follow-up with the Managers regarding overdue Basic Assessments
- Capturing of all client-related correspondence on SAP
- Scrutinising Pipeline reports and taking action following consultation with the Head and Managers

**Portfolio Management: Provide support/assistance to the Head and team as and when requested iro their Client **Support** and Deal Preparation responsibilities, including**:

- Setting up of meetings with Applicants / Business Partners (BPs)
- Follow-up with BPs regarding ad-hoc requests for information
- Provide assistance with the preparation of SAP schedules
- Monitor accuracy & completeness of BP data on SAP
- Extract Pipeline / Portfolio reports regularly and discuss with the Head, Managers and the team, as applicable
- Assist team members with obtaining signatures on submissions
- Assist team members with typing and formatting of documents.

**Client Management and customer satisfaction**:

- Proactive support to team with client follow-ups
- Provide professional and friendly secretarial support
- Provide general administration work including typing, reports, presentation slides, scheduling appointments, arranging meetings and collating minutes
- Be available to take calls and ensure that clients’ calls/messages are attended to
- Provide an efficient customer service to both internal and external customers
- Maintain stakeholder database

Job Reference: IDC00163