| JOB NAME |
Executive Coordinator: Coverage [Midrand]
POSTED BY: Development Bank of Southern Africa
REF:DBSA 328
Date Published:Wednesday, July 19, 2023
Date of Expiration:Monday, January 15, 2024 EXPIRED
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| LOCATION OF THIS JOB |
 South Africa | MIDRAND in South Africa |
| INDUSTRY |
| DEVELOPMENT FINANCE INSTITUTIONS
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| JOB TYPE |
| Full-Time |
| MAIN JOB DESCRIPTION |
Closing Date 2023/08/01
Reference Number DBS230714-1
Job Title Executive Coordinator: Coverage [Midrand]
Job Grade 16
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
1. JOB DESCRIPTION
To coordinate the divisions administrative functions and liaising with all key stakeholders both internally and externally.
2. Manage the Executive’s administrative responsibilities such as scheduling, planning, organising and play a key role in the coordination of deliverables and activities internally and externally.
KEY RESPONSIBILITIES
Divisional Operational Planning and Coordination
1. Coordinate the development of the division’s short and long -term plans and facilitate the scheduling and organising of planning sessions and final divisional plan aligned to the corporate plan and the Banks strategy.
2. Coordinate and consolidate inputs for the preparation and alignment of the Divisional Balanced Scorecard (BSC) and provide support in drafting the final draft.
3. Monitor and track the divisions performance against the balanced scorecard and provide reports on tracking progress, critical areas of improvement and priorities to ensure targets are achieved.
4. Prepare and manage the budget for the division in consultation with the Executive.
5. Provide coordination support to the Group Executive to manage various strategic initiatives and special projects on behalf of the Division.
6. Conduct research and keeping abreast on topics affecting the division and prepare reports for decision making purposes.
7. Participate in meetings to follow-up on key decisions and actions from the Board; Executive Management and ensure timely implementation and feedback is provided.
8. Analyse and interpret data and/or reports from unit heads and project leads to provide dashboards and summaries outlining critical information and areas of concern.
9. Compile and distribute divisional reports/presentations and communicate on behalf of the executive providing feedback and updates on initiatives, projects, and various operational tasks.
10. Implement systems, processes and procedures to improve the divisions administrative efficiency, effectiveness and productivity.
11. Act as a point of contact with staff and various stakeholders and provide insight on initiatives, projects and divisions activities.
12. Coordinate the divisions human resources activities including the approval of human resource plans and ensuring that performance agreements are completed.
Risk Management and Governance Committee Support
1. Facilitate and co-ordinate the development and implementation of the risk register to provide an overview to the divisions management team.
2. Monitor the divisions risk register and develop a risk matrix to evaluate and report on operational risks and risk mitigation actions implemented.
3. Plan and schedule the performance of periodic management assurance reviews to assess the adequacy and effectiveness of the risk mitigation measures.
4. Coordinate and assist in the preparation of divisional submissions to management and board committees, business review, management committees, ad hoc resolutions from divisional specific committees (secretariat).
5. Coordinate internal and external audit review process and liaise with unit heads to consolidate feedback.
6. Facilitate the development, management and monitoring of the division’s delegation of authority guideline, ethics / declaration of interest requirements, committee requirements and charters, as well as board requirements.
Office Administration
1. Develop specific templates for the division for standardisation of reporting and administrative efficiency.
2. Administer the document management system to secure/ store data and provide a platform for sharing division information.
3. Work with the Group Executive to support the planning and execution of day-to-day work routines and key deliverables.
4. Management of the Group Executive’s office with specific reference to the following:
5. Monitor that the Group Executive’s office is appropriately resourced with daily consumables;
6. Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up;
7. Draft and edit all communication (letters, routine correspondence) from the Office of the Executive for approval; and
8. Provide inputs, review and quality assurance of all documents and reports from the Executive.
9. Procurement of professional services on behalf of the Group Executive by developing the relevant procurement documents and ensuring that procurement is performed according to the policy.
Stakeholder Engagements
1. Prepare presentations, relevant documents and briefing packs for Executive engagements i.e., workshops/conferences, meetings, speaking engagements and ensure the Executive is appropriately briefed in consultation with subject matter experts and unit heads.
2. Consolidate and compile inputs from unit heads to develop a stakeholder management framework for the division which incorporates the engagement plan and reporting requirements for internal and external stakeholders.
3. Manage the Executive’s engagements and communications with critical stakeholders, including Ministers’ and CEO’s.
4. Oversee the management of partnership agreements with amongst others key stakeholders, partners, clients, service providers, and consultants.
5. Undertake other tasks as assigned by the Executive, from time to time.
Key Measures/KPIs
1. Effectiveness and efficiencies in the Office of the Group Executive.
2. Quality of presentations and reports.
3. Management of Budgets including operational expenses.
4. Risk Management with Coverage.
5. Maintain and enhance Governance within Coverage.
6. Stakeholder management for the Coverage Division.
Key Internal Liaison Relationship
1. Group Executive
2. DBSA Executive Management
3. DBSA key stakeholders
4. Coverage Staff
Key External Liaison Relationships
1. DBSA suppliers
2. Other Stakeholders
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements:
1. A relevant B Degree.
2. Minimum of 5 years’ relevant experience in a similar role.
3. Experience in drafting reports, presentations, etc for Executives and Board Level.
4. Experience in communicating with high level stakeholders (verbal and written).
5. Demonstrable experience in managing projects as well as excellent skills in planning and organising.
6. Extensive and deep computer expertise in Word, Excel, PowerPoint and Outlook.
7. Proven ability to coordinate and manage multiple functions.
8. Excellent leadership skills to coordinate a team within the executive’s office as well as the ability to mobilise appropriate resources to assist in providing the most suitable solutions and services when required.
9. Exposure to coordinating strategy formulation.
10. Strong financial management experience.
Desired Requirements:
1. Knowledge of Economics and /or Finance.
2. Banking industry and/or economic development services industry experience.
3. MS Projects.
TECHNICAL COMPETENCY
Written communication
1. Understands that different writing styles are required for different documents or audiences.
2. Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
3. Reviews others’ documents for clarity and impact.
4. Has a solid mastery of writing principles such as grammar, sentence construction etc.
Presentation skills
1. Can reinforce key presentation points with examples.
2. Is able to translate technical terminology into language understandable to the audience.
3. Has insight into the audience’s behavior and motivation and responds appropriately and professionally, adapting communication style as appropriate.
Reporting
1. Designs / customizes reports to meet user needs.
2. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3. Keeps standard reports under review and proposes improvements to meet user needs.
Business acumen
1. Thinks and plans in future-oriented terms.
2. Develops annual business plans that consider longer-term activities, issues, problems or opportunities.
3. Develops and establishes broad scale, longer-term objectives, goals or projects (e.g., affecting a business, department, or organisation).
Planning and Organising
1. Is relied on to helps other plan and organise their workload.
2. Uses effectively advance time management processes to deal with high workload and tight deadlines.
3. Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning
Financial Acumen
1. Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
2. Effectively prepares budgetary submissions and forecasts for own department.
3. Knows the internal and external factors that impact on resource and asset availability.
4. Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximize revenues and control costs.
Financial Analysis
1. Interprets, analyses and/or evaluates compliance with applicable legislation, sound regulatory practices and procedures, generally accepted accounting principles, and other such rules and regulations.
2. Analyses or interprets financial records and develops program procedures, financial models and databases.
3. Demonstrates a thorough knowledge and understanding of applicable regulations, rules, entity/company practices, concepts, and industry issues.
4. Demonstrates a thorough knowledge or experience working with legal and regulatory issues in their subject area.
5. Develops and maintains effective working relationships with regulated industries, government officials, administrators, and civic leaders.
REQUIRED PERSONAL ATTRIBUTES
Customer Service Orientation
1. Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
2. Adapts processes and procedures to meet on-going customer needs.
3. Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
4. Thinks of new ways to align DBSA’s offerings with future customer needs.
Self-awareness and Self Control
1. Withholds effects of strong emotions in difficult situations.
2. Keeps functioning or responds constructively despite stress.
3. May apply special techniques or plan ahead of time to manage emotions or stress.
Strategic and Innovative Thinking
1. Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
2. Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.
Driving delivery of results
1. Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
2. Commits significant resources and/or time to ensure that challenging goals are archieved, while also taking action to mitigate risk.
Teamwork & Cooperation
1. Acts to promote a friendly climate and good morale and resolves conflicts.
2. Creates opportunities for cross-functional working.
3. Encourages others to network outside of their own team/department and learn from their experience.
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English 
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