Closing Date 2020/10/12
Reference Number DBS201006-2
Job Title Credit Coordinator
Job Grade 11
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The purpose of this role is to coordinate Credit Committee Meetings. To provide centralized SAP systems and process management. To provide administrative support, communication, and portal management for the Group Risk Division. Coordination of Credit Committee Meetings
1. Responsible for logistical arrangements of credit committee meetings (venue, recordings, refreshments, transcribing etc.)
2. Scheduling and ensuring accuracy of meetings schedules
3. Intaining distribution list/s and membership lists
4. Taking of minutes at all meetings
5. Compile follow-up action list and follow-up on outstanding matters
6. Distribute Decision Record (DR) and follow-up action list within stipulated timeframes
7. Ensure sign-off minutes and decision records
8. Ensure archiving of Minutes
9. Ensure availability (upload of internal electronic system) of documentation
Policies and Procedures
1. Manage committee processes and policies
2. Act as an information and reference point for the Committee Chairman and other committee members
3. Provide advice to the Committee Chairman and all members on committee policy and process matters • Ensure new committee members are aware of the Terms of Reference (ToR) and sign relevant documents relative to the ToR
4. Capture any declaration of interests made by members and the decisions made by the Chairperson
5. Keep an updated report of interests declared to ensure affected members do not receive those documents or reports
6. Ensuring that action items are assigned and followed up with due dates/timeline clarified
7. Communicate decision to relevant parties within agreed timeframes.
8. Managing all committee correspondence.
9. Responsible for maintaining committee archive according to Records Management principles and keeping a decision logs
Reporting
1. Assist GRA Executive Coordinator to process the following reports:
2. Business Review Reports
3. Budget Variance Reports
4. Compiling the GRA BSC performance evidence file for financial year
5. Coordination of GRA section on the National Treasury Quarterly reports Document Coordination
6. Coordinate info regarding GRA Audit finding list
7. Coordinate GRA documents iro EXCO, Audit & Risk Committee as well as Board meetings where applicable
8. Coordination of Business Continuity Management (BCM)
9. Coordinate and prepare Evidence Portfolios for submission prior to Performance Management SAP Systems and Process Management
10. Purchase Requisitions and Purchase Orders on SAP for all the GRA divisions.
11. Update data through procurement cycle for GRA division
12. Recover costs for the GRA division
13. Liaison with external clients for updating of vendor registration
14. Oversee the procurement process of the Office of the CRO
15. Prepare Consolidated Statements for external service providers utilized by GRA Document Administration
16. Ensure appropriate filing system for all GRA documents within the Risk Division
17. Archive documents as per the DBSA file plan and the National Archives Act Ad-hoc
18. Provide administrative assistance with GRA projects
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KEY RESPONSIBILITIES
QUALIFICATIONS & EXPERIENCE
1. Matric
2. Diploma in Business/Office Administration or Similar
3. 3 – 5 Years Experience in Coordinating Credit Committee Meetings or Similar
4. 1 – 5 Years Experience SAP administration
5. 5 – 10 Years Experience Office Management
6. Proficiency in the use of the MS Office Suite (including MS Teams)
TECHNICAL
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. Has a solid mastery of writing principles such as grammar, sentence construction etc.
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.
Problem Solving
1. Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
2. 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.
3. Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.
Stakeholder Management
1. 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.
2. Proactively manages partner relationships, preventing or resolving any conflict.
3. Adapts style to work effectively with partners, building consensus, trust and respect.
4. Delivers objectives by bringing together diverse stakeholders to work effectively in partnership.
Planning and Organising
1. Plans and manages multiple priorities and deadlines.
2. 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.
3. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning
EXPERTISE & TECHNICAL COMPETENCIES
Computer Literacy
1. Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
2. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
3. Adapts method of working to accommodate changes in the technological developme.
Risk response and Reporting
1. Monitor the effectiveness of actions taken to manage identified risks and intervene as appropriate.
2. Understand and be able to explain the purpose of risk mitigation measures.
3. Understand, develop and prepare risk reporting.
BEHAVIOURAL COMPETENCIES
Achievement Orientation
1. Delivers work on time and quality and follows through on agreed commitments.
2. Views new work experiences as an opportunity for growth.
3. Reacts immediately to overcome setbacks or/and obstacles in order to meet goals.
4. Recognises and acts upon current opportunities.
Attention to Detail
1. Double-checks the accuracy of information or work.
2. Ensures that the work produced doesn’t contain any errors.
Customer Service Orientation
1. Makes self fully available, especially when the customer is going through a critical period.
2. Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
3. Takes the “extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
4. Is aware of the level of service offered by the competition and provides more for customers than they expect.
Self-Awareness & Self-Control
1. Feels strong emotions in the course of a conversation or other task, such as anger, extreme frustration, or high stress;
2. Holds the emotions back, and continues to act calmly.
3. Ignores angering actions and continues a conversation or task.
4. May leave temporarily to withhold emotions, then return immediately to continue.
Required Personal Attributes
Teamwork & Cooperation
1. Values and utilises the expertise of colleagues, asking for ideas and input and collaborates to form decisions and plans.
2. Willingly learns from others.
3. Creates opportunities for knowledge and expertise sharing between all members of the team.
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