Business Performance Coordinator

The purpose of this role is to coordinate the activities of the Business Planning, Performance and Reporting Unit. The Business Performance Coordinator collates reporting information from teams, obtains audit evidence on development impact and summarises inputs into the divisional progress reports.

**Key Responsibilities**:
Co-ordination of Divisional Performance Reporting
- Collate programme progress reports from Project Portfolio Management System (PPMS), conduct quality
assessments and engage Programme Managers, Unit Managers, Business Intelligence Specialist on gaps
identified.
- Prepare draft divisional dashboard reports for discussion with Business Performance Specialist.

Collection of Audit Evidence
- Prepare and update business performance unit monthly audit evidence files in accordance with the deliverables in the operational plan.
- Collate programme and unit audit evidence on a monthly and quarterly basis working with Programme
Administrators and Project Coordinators.
- Prepare the Infrastructure Delivery Division (IDD) audit evidence on a quarterly basis and file accordingly.

Client Relationship Management
- Follow up on tasks and commitments made to clients and other stakeholders by the unit, to ensure decisions
are tracked and implemented accordingly.
- Maintain and update the client task tracking report and prepare draft submissions for the IDD Executive
Committee (EXCO).
- Maintain the IDD Customer Database.
- Provide support in undertaking customer satisfaction surveys for the division.
- Provide support in tracking the implementation of customer improvement plans by all units.

Document Management and Administration
- Set up and maintain an efficient filing system, database and information retrieval system in the unit.
- Liaise with the business performance team to ensure the document management system for the unit is in
place and maintained.
- Support the timeous planning and execution of procurement administration and processes in compliance
with the procurement policy.
- Faciliate the capturing of unit purchase requisitions and purchase orders as an originator for the unit and
ensure invoices are paid on time.
- Update and maintain the IDD delegations database for SAP procurement.
- Attend to other administration requirements including travel arrangements, record keeping, and general
administration support to the team.

Measurements of Outputs
- Quality of presentations and programme reports
- Timeous collation of the audit evidence
- Customer satisfaction targets met
- Up to date filing systems for document retrieval
- Updated tracking reports
- Ability to coordinate and manage multiple functions

**Expertise & Technical Competencies**:
Minimum Requirements:

- A Bachelors degree in Economics, Project Management, Public Administration, Business Administration or
related degree.
- A minimum of 5 years of experience in a project management environment.
- In-depth experience of working in infrastructure delivery related fields.
- In-depth experience and understanding of administration, planning and reporting.

TECHNICAL

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.

Presentation skills
- Can reinforce key presentation points with examples.
- Is able to translate technical terminology into language understandable to the audience.
- Has insight into the audience’s behavior and motivation and responds appropriately and professionally, adapting communication style as appropriate.

Reporting
- Designs / customizes reports to meet user needs.
- Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes
in a report.
- Keeps standard reports under review and proposes improvements to meet user needs.

Business acumen
- Thinks and plans in future-oriented terms.
- Develops annual business plans that consider longer-term activities, issues, problems or opportunities.
- Develops and establishes broad scale, longer-term objectives, goals or projects (e.g., affecting a
business, department, or organisation).

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 Ma