Team Administrator

The purpose of this role is to provide an efficient administrative, organisational, and logístical service to
the cluster/ divisional staff.

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**Key Responsibilities**:
Maintain and manage the diary of Heads, scheduling of appointments, arranging meetings, collecting
visitors from reception and organizing refreshments;
Attend to general queries made to the Heads and answer and screens incoming calls;
Responsible for document flow in and out of the Business u s office;
Develop and maintain advanced record keeping (manual / electronic) and filling systems in the SCM
Head
Performs high level administrative and secretarial duties including typing and editing of reports;
Compilation of confidential correspondence and general documentation;
Undertakes all administrative duties(i.e. filing, faxing, photocopying and minute taking);
Responsible for arranging of local and international travelling arrangements and the processing of
claims;
Responsible for leave administration on behalf of Heads;
Procurement administration for the Unit;
Assist in the coordination/preparation and alignment of Unit/s Balanced Scorecard (BSC), track and
monitor implementation thereof;
Undertake project/programme management initiatives as directed by the relevant Business Heads;
Coordinate the preparation of the Units budgets and monitors spend thereof together with the
relevant financial controller;
Prepare and present reports concerning activities, expenses, budgets and other items affecting the
Unit;
Co-ordination and preparation of reports and Unit/s submissions for the Cluster;
Participate in meetings and interactions in order to ensure the recording of decisions and follow-up;
Coordinate unit/ divisional audits and review and monitoring activities;
Coordinate and assist in the preparation of Unit submissions to Board, Business Review, Management
Committees, Ad hoc Resolutions from Division specific committees (secretariat).

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

An administration/ secretarial diploma or an equivalent qualification is a requirement;
A minimum of 5 years administration and/or secretarial working experience. Experience in a financial
services environment will be an advantage ;
Project administration experience
Proficient with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS
PowerPoint, MS Outlook).
A minimum typing speed of 55 wpm to 60 wpm are required.
Considerable knowledge of standard administration practices and procedures is a necessity for this
position;
Excellent knowledge of protocol and etiquette;
An understanding of organizational processes and group dynamics

**Required Personal Attributes**:
**1. Technical**
**Written Communication**
a. Understands that different writing styles are required for different documents or audiences.
b. Write effective correspondence, prepares questions and reports, statements of circumstance and
briefing notes.
c. Has a solid mastery of writing principles such as grammar, sentence construction etc.
Reporting
a. Designs / customizes reports to meet user needs.
b. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and
includes in a report.
c. Keeps standard reports under review and proposes improvements to meet user needs.
**Problem Solving**
a. Identifies complex problems based on a broad range of factors, many of which are ambiguous or
difficult to define.
b. While remaining guided by organisational values, identifies optimal solutions, thinking first in terms
of possible approaches and flexibilities in the system vs. blind adherence to rules or procedures.
c. Implements solutions to complex problems, then evaluates the effectiveness and efficiency of
solutions and identifies needed changes.

**Team Administrator (SCM)**
**Stakeholder Management**
a. Actively engages partners and encourages others to build relationships that support DBSA
objectives.
b. Understands and recognises the contributions that staff at all levels make to delivering priorities.
c. Proactively manages partner relationships, preventing or resolving any conflict.
d. Adapts style to work effectively with partners, building consensus, trust and respect.
e. Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.
Planning and Organising
a. Plans and manages multiple priorities and deadlines.
b. Uses effectively advance time management processes to deal with high workload and tight
deadlines.
c. Organises, prioritises and schedules tasks so they can be performed within budget and with the
efficient use of time and resources.
d. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising
and re-planning
**Data Collection and Analysis**
a. Skilled in the use of advanced/complex analytical techniques.
b. Is able to use judgement to decide upon the most appropriate analytical techniques according to
the situation.
c. Recogni