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

• 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.

• 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

• Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.

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

• Prepares standard reports on relevant subjects with guidance.
• 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 able to collect and collate simple/readily available internal data.
• Can perform routine analyses according to protocols developed by others.
• Basic knowledge in statistical theories and methods.
• Distinguishes information that is not pertinent to a decision or solution.

Achievement Orientation

• Delivers work on time and quality and follows through on agreed commitments.
• Views new work experiences as an opportunity for growth.
• Reacts immediately to overcome setbacks or/and obstacles in order to meet goals.
• Recognises and acts upon current opportunities.

Attention to Detail

• Double-checks the accuracy of information or work.
• Ensures that the work produced doesn’t contain any errors.

Customer Service Orientation

• Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
• Adapts processes and procedures to meet on-going customer needs.
• Utilises the feedback received by customers, in order to develop new and/or improve existing services/products that relate to their on-going needs.
• Thinks of new ways to align DBSA’s offerings with future customer needs.

Self-awareness and Self Control

• Withholds effects of strong emotions in difficult situations.
• Keeps functioning or responds constructively despite stress.
• May apply special techniques or plan ahead of time to manage emotions or stress.

Teamwork & Cooperation

• Acts to promote a friendly climate and good morale and resolves conflicts.
• Creates opportunities for cross-functional working.
• Encourages others to network outside of their own team/department and learn from their experience.