Team Administrator

2 weeks ago

Midrand, South Africa DBSA Full time

Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit.

Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit.

**Key Responsibilities**:
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 follow-up 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, ad-hoc 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.

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:

- Timeous and efficient team administration support.
- Quality of presentations and reports.
- Management of budget including operational expenses.
- Documents generated accurately.
- Minimal errors with regards to administration.
- 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.

TECHNICAL COMPETENCIES

Computer Literacy

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.

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

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.

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.

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 objectives, milestones and time scales have been defined.

Data Collection and Analysis
- Is abl

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