Team Administrator

6 months ago

Midrand, South Africa DBSA Full time

Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit. Including general administration and monitoring unit plans and reporting.

**Key Responsibilities**:
**1. **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.

**2. **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**:
**1. **Timeous and efficient team administration support.

**2. **Quality of presentations and reports.

**3. **Management of budget including operational expenses.

**4. **Documents generated accurately.

**5. **Minimal errors with regards to administration.

**6. **Effective record keeping management and retrieval systems.

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

2. A minimum of 5 years administration and secretarial working experience.

3. High proficiency with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook).

4. Flexibility to be redeployed to a similar role within another sector/geography within the Division, based on business requirements.

**Desired Requirements**:
5. A project Management qualification.

6. SAP Procurement experience.

**1. **TECHNICAL COMPETENCIES**

**a) **Computer Literacy**

**b) **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.

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

**d) **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 re-planning.

**e) **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.

**f) **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 obje

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