Team Administrator

PURPOSE OF THIS JOB

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

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

Job Profile (Downloadable)

Expertise & Technical Competencies

Minimum Qualification

• A Diploma or Bachelor’s Degree in Office Administration, Project Management or Business Administration

Minimum Experience

• A minimum of 5 years’ experience in providing administrative support to Teams in a medium to large-size organisation.
• Proven experience in managing team calendars, scheduling meetings and taking and distributing meeting minutes
• Demonstrated experience in preparing reports, presentations, and correspondence for the Teams, Unit Heads, etc.
• Maintaining filing systems and records.
• Experience in coordinating travel arrangements, logistics and administration thereof.
• Proven experience in supporting procurement or expense administration
• Experience in communicating (verbal and written) and drafting reports and presentations for Executives and Board level.
• Experience in coordinating, consolidating and tracking cross-functional projects and stakeholder engagements.
• High proficiency with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook).

Desirable Requirements

• Experience in the banking and/or financial services sector.
• SAP Procurement

TECHNICAL COMPETENCIES

Project Management

• Demonstrates an understanding of the key principles of project management and carries out some aspects, such as defining objectives.
• Assists project management teams in an administrative capacity.

Data Collection and Analysis

• Understands where to locate internal data/information.
• Is able to collect and collate simple/readily available internal data.
• Can perform routine analyses according to protocols developed by others.
• Basic knowledge of statistical theories and methods.
• Distinguishes information that is not pertinent to a decision or solution.

Reporting

• Prepares standard reports on relevant subjects with guidance.
• Collates and conducts simple analyses of data for inclusion in a report.

Computer Literacy

• Is aware of the organisation's policies related to the use of computers and other technology.
• Applies the basic functionality of common software, such as word processing systems, to complete assigned tasks.
• Generally knows how to use and maintain own office/workplace equipment.

Written Communication

• Writes clearly and concisely simple workrelated documents.
• Expresses simple ideas clearly in writing.
• Understands enough to independently handle most tasks in this area most of the time, but is supplied with direction for work objectives.

Verbal Communication

• Able to explain simple procedures or instructions to others in a clear way.
• Uses a limited range of words to meet simple spoken needs.

Business Acumen

• Understands business fundamentals.
• Analyses and comprehends organisational goals and strategies.
• Understands tactical business fundamentals in the public sector environment and incorporates them into decision-making.

Financial Acumen

• Is aware of the cost implications of their own actions.
• Able to use existing simple financial monitoring systems effectively to control revenues/costs of own area.
• Maintains a broad understanding of DBSA budgeting processes and timescales.

Planning and Organising

• Is relied on to help others plan and organise their workload.
• Uses effectively advanced time management processes to deal with high workloads 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.

*The KPA’s, competencies and relationships listed in this document, are not exhaustive, and the incumbent will be expected to undertake additional duties within their capacity to meet the needs of business and/or the business unit.

Required Personal Attributes

BEHAVIOURAL COMPETENCIES

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 and/or obstacles 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.

Integrity

• Expresses what he/she is thinking even when the message may not be especially welcome.
• Shares information or comments about the work when it would be easier to refrain from being open about the situation.

Teamwork and Cooperation

• Shares information to keep other team members up-to-date and enables them to do their jobs.
• Is considered a “team player,” putting team objectives ahead of one’s personal agenda when working within a group setting.
• Is willing to undertake work that is outside their own accountability to help the team achieve its objectives.

Organisational Awareness

• Recognises and/or uses the formal structure or hierarchy of an organisation (internal & external).
• Understands chain of command, positional power, rules and regulations, policies and procedures, etc.

Analytical Thinking

• Breaks problems into simple lists of tasks or activities without assigning values.
• Makes a list of items with no particular order or set of priorities.

Information Seeking and Analysis

• Asks direct questions to people who are directly involved in a situation/issue.
• Uses available information.

General Administration

• Provide administrative support to the units:
  
  • Manage day-to-day administrative activities
  • Manage diaries and arrange meetings
  • Organise refreshments when required for meetings
  • Make logistics arrangements for internal and external engagements
  • Take minutes, distribute for inputs and follow up on actions required
• Perform administrative duties including preparing 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.
• Draft, format, and proofread correspondence, reports, presentations, and other documents.
• Coordinate and assist in the preparation of cluster/unit submissions to the board, business review, management committees, and 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.
• Support ongoing team projects by updating trackers, following up on deadlines, and organising documentation.
• 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.
• Manage office supplies, stationery, and equipment, ensuring stock availability.
• Collaborate with the events unit to coordinate plans for external stakeholders’ events.
• Assist with processing invoices, purchase orders, travel requests, and claims.

Reporting and Database Administration

• 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 an advanced record-keeping (manual/electronic) and filing system to ensure an updated central repository and database for unit documents.
• Coordinate service providers’ database administration to ensure a central repository of information on service providers.
• Maintain updated contact lists, distribution lists, and team databases.
• Capture and update project information for the unit on SAP and other related systems.
• Coordinate and engage with related business units (such as loan management unit) regarding captured project information on SAP and other related systems.
• Undertake other administrative duties as assigned, from time to time.

Key Measurements of Outputs

• Timeous and efficient team administration support.
• Effective support with travel arrangements and administration thereof
• Effective management of SCM submissions, invoice processing, etc.
• Quality of presentations and reports.
• Management of budget, including operational expenses.
• Documents generated accurately.
• Minimal errors with regard to administration.
• Effective record-keeping management and retrieval systems.
• Clean audit