Operations Specialist

7 months ago

Midrand, South Africa DBSA Full time

To coordinate the operational functions and liaise with key stakeholders both internally and externally to ensure synchronisation of divisional standards amongst various functions. Manage administrative responsibilities such as scheduling, planning, organising, and reporting, and play a key role in the managing of deliverables and projects internally and externally.

**Key Responsibilities**:
Strategic Objectives, Initiatives, Projects & Business Intelligence
- Co-ordinate the development and periodic revision of the strategic objectives. Assess and ensure that there is adequate cascading and effective alignment of strategic objectives.
- Manage various strategic initiatives and projects.
- Coordinate, monitor, track and report on projects and initiatives including recommending strategy enhancements/ changes as and when required.
- Provide business intelligence by conducting studies, research and keeping abreast on issues affecting areas of responsibility which inform the strategic direction and decision-making.

Planning, Budgeting & Performance Management
- Facilitate the development of the short
- and long-term plans and the scheduling and organising of planning sessions and the final plan aligned to the corporate plan and the Bank’s strategy.
- Coordinate and consolidate inputs for the preparation and alignment of the Balanced Scorecard (BSC) and provide support in drafting the final draft.
- Monitor and track the 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 office and serve as the budget controller in consultation with the budget owners.
- 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 reports/presentations and communicate on behalf of the division providing feedback and updates on initiatives, projects, and various operational tasks.
- Prepare and provide context to the divisional head regarding the agenda and outstanding items to be discussed in forums and meetings.
- Propose recommendations to the business on process improvement through the modelling, planning, investigating and costing of improvements to improve administrative efficiency, effectiveness and productivity.
- Act as a point of contact with staff and various stakeholders and provide insight on initiatives and projects.
- Coordinate the activities including the approval of business unit plans and ensuring that performance agreements are completed.

Risk Management and Governance Support
- Facilitate and coordinate the development and implementation of the risk register to provide an overview to the management team.
- Monitor the 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 internal and external audit review processes and liaise with unit heads to consolidate feedback.
- Facilitate the development, management and monitoring of the division’s delegation of authority guidelines, ethics/ declaration of interest requirements, committee requirements and charters, as well as board requirements.
- Coordinate and prepare draft divisional submissions to management and board committees, business review, management committees and divisional-specific committees (secretariat).

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 divisional head to support the planning and execution of day-to-day work routines and key deliverables.
- Manage the office with specific reference to the following:

- Monitor that the 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 divisional head for approval; and
- Provide inputs, review and quality assurance of all documents and reports.
- Provide administrative support for the procurement process by drafting the relevant procurement documents for review and approval in line with procurement requirements.

Project Management and Process Improvement
- Provide technical and drive various strategic initiatives and special projects:

- Participate in the definition of project scope and key deliverables.
- Develop a detailed project plan to monitor and track progress on initiatives.
- Coordinate internal resources and third parties/vendors for the successful execution of proj

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