Team Administrator

2 weeks ago

Midrand, South Africa DBSA Full time

The Team Administrator’s key purpose is to provide efficient administrative support to the Climate & Environment Finance team in the Project Preparation Division.

**Key Responsibilities**:
**Technical outputs**.

**1. Administrative support**:
a. Performs high level administrative duties including typing and editing of reports, confidential correspondence and general documentation, filling, faxing, photocopying, minute taking (where required) and administrative work.

b. Responsible for the local and international travelling arrangements and the processing of claims for the units.

c. Responsible for the procurement administration of the units

d. Co-ordinate and prepare reports and Unit/s submissions for the Cluster/Division.

e. Coordinate internal audit and review and monitoring activities, including periodic review of the Division and Units.

f. Coordinate and assist in the preparation of Cluster/Unit submissions to Board, Business Review, Management Committees, Ad-hoc resolutions from Division specific committees (Secretariat).

g. In collaboration with Events Unit Coordinate logistics for external stakeholder’s events.

**2. Monitoring activities**:
a. Assist in the coordination/preparation and alignment of Unit/s Balanced Scorecard (BSC), track and monitor implementation thereof.

b. Coordinate the preparation of the Division/Units budgets and monitors spend thereof together with the relevant financial controller.

c. Undertake project/programme management initiatives as directed by the Heads of the Units.

**3. Reporting**:
a. Prepare and present reports concerning activities, expenses, budgets and other items affecting the Division/Unit.

**Key measurements of outputs**:
1. Effectiveness and efficiencies in team administration.

2. Quality of reports.

3. Management of budget including operational expenses.

**Expertise & Technical Competencies**:
**Minimum Requirements**:
1. An Administration Diploma or an equivalent qualification

2. Five to ten years administration working experience

**Desirable Requirements**:
1. A project Management qualification

2. SAP Procurement experience

**Technical Competencies**:
**Written & Verbal Communication**

Writes clearly and concisely simple work related documents.

Expresses simple ideas clearly in writing.

Understands enough to independently handle most tasks in this area most of the time but is supplied with direction for work objectives.

Able to explain procedures, or familiar concepts, adapting the words or explanation to suit the person or the situation.

**Computer Literacy**

**Reporting**

Collates and conducts simple analyses of data for inclusion in a report.

**Problem Solving**

Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.

Implements solutions, then evaluates the effectiveness and efficiency of solutions.

**Data Collection and Analysis**

Is able to collect and collate simple/readily available internal data.

Can perform routine analyses according to protocols developed by others.

Basic knowledge in statistical theories and methods.

Distinguishes information that is not pertinent to a decision or solution.

**Project Management**

Demonstrates an understanding of the key principles of project management and carries out some aspects, such as defining objectives.

Assists project management teams in an administrative capacity.

**Required Personal Attributes**:
**1. **Behavioural Competencies**

**1.1 Achievement Orientation**

a. Delivers work on time and quality and follows through on agreed commitments.

b. Views new work experiences as an opportunity for growth.

c. Reacts immediately to overcome setbacks or/and obstacles in order to meet goals.

d. Recognises and acts upon current opportunities.

**1.2 Attention to Detail**

a. Double-checks the accuracy of information or work.

b. Ensures that the work produced doesn’t contain any errors.

**1.3 Customer Service Orientation**

a. Makes self fully available, especially when the customer is going through a critical period.

b. Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.

c. Takes the “extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.

d. Is aware of the level of service offered by the competition and provides more for customers than they expect.

**1.4 Self-Awareness & Self-Control**

a. Feels strong emotions in the course of a conversation or other task, such as anger, extreme frustration, or high stress;
b. Holds the emotions back, and continues to act calmly.

c. Ignores angering actions and continues a conversation or task.

d. May leave temporarily to withhold emotions, then return immediately to continue.

**1.5 Teamwork & Cooperation**

a. Values and utilises the expertise of colleagues, asking for ideas and input and collaborates to form decis

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