Closing Date 2020/11/13
Reference Number DBS201027-6
Job Title Operations Specialist (Infrastructure Fund) (Midrand)
Job Type Classification Contract
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The Infrastructure Fund (IF) announced by the President in September 2018 addresses the need for a dedicated blended financing facility for infrastructure programmes projects. The aim of the IF is to transform public infrastructure financial provisioning using “blended” finance - combining capital from the public and private sectors, and Development Finance Institutions (DFI’s)/Multilateral Development Banks (MDB’s). This will be dedicated to meeting the financing requirements for hybrid projects. The DBSA’s mandate for the Infrastructure Fund has been captured in a Memorandum of Agreement (MOA) between National Treasury, Infrastructure South Africa (ISA), and the DBSA. This is a Five (5) year Fixed Term Contract position. The Operations Specialist will be responsible for providing direct support to the Group Executive: in executing the division’s strategy and goals.
KEY RESPONSIBILITIES
Strategic Objectives, Initiatives, Projects, And Business Intellegence
1. Co-ordinate the development and periodic revision of the strategic objectives of Infrastructure Fund. Assess and ensure that there is adequate cascading and effective alignment of strategic objectives to the operations of the Fund.
2. In liaison with the Group Executive: IF (GE), manage various strategic initiatives and projects on behalf of the Division.
3. Coordinate, monitor, track and report on these strategies, projects and initiatives including recommending strategy enhancements/changes as and when required.
4. Provide business intelligence to the IF by conducting studies, research and keeping abreast on issues affecting areas of responsibility which inform the strategic direction of the Division. These would include amongst others the preparation and provision of relevant reports for decision making purposes
Planning, Budgeting And Performance Management
1. Coordinate the development the IF’s short-term and long-term business plans. Ensure approval of the plans.
2. Coordinate and manage the development of the IF’s overall budget – short and long term aligned to the business plan and balanced scorecards.
3. Prepare and manage the budget of the IF’s office and serve as the budget controller in consultation with the GE (including the preparation of procurement documents when required). (4) In liaison with the Group Executive and the Heads, co-ordinate the development of business scorecards (performance measures) of the Infrastructure Fund, in line with the strategic objectives. Facilitate and ensure approval thereof.
4. Assist the GE with ensuring that performance agreements are in place for all his/her direct reports.
Governance, Risk Management, Compliance, And Controls
1. Perform governance activities of the IF as follows:
1) Facilitate the compliance of governance requirements of the IF operations in accordance with the applicable governance framework of the DBSA. Where a certain aspect of governance framework is not adequate or suitable, develop an appropriate measure tailored for the needs of the IF.
2) Facilitate the development, management and monitoring of IF delegation of authorities, ethics / declaration of interest requirements, committee requirements and charters, as well as board requirements.
3) Perform all other ad-hoc governance requirements of the IF.
4) Continuously monitor the compliance of the IF against governance standards.
2. Perform risk management activities of the IF as follows:
1) Develop the risk matrix in relation to the strategic objectives of IF.
2) In liaison with the Heads and the GE, co-ordinate the development and implementation of the risk metrics / registers in order to monitor the effectiveness of risk strategies.
3) Facilitate the performance of periodic management assurance reviews in order to assess the adequacy and effectiveness of the risk mitigation measures,
4) In liaison with the risk division of the DBSA, evaluate, monitor and report risks and mitigation thereof.
5) Coordinate high level divisional risk reports for Exco, Board and other relevant meetings.
3. Perform compliance activities of the IF as follows:
1) In liaison with the GE and Heads, develop a compliance framework of the IF. The framework should incorporate all legislation and other applicable compliance of the IF.
2) Coordinate the periodic review of partnerships agreements on order to highlight the compliance requirements of the IF.
4. Perform the internal controls activities of the IF as follows:
1) In liaison with the GE and Heads, develop the policies of the IF. The policies must be aligned to the strategic objectives, value chain, and risk mitigation matrices of the IF.
2) Periodically assess and monitor the adequacy and effectiveness of the internal controls of the IF.
3) Monitor and update policies of the IF as business operations and/or risk profiles changes.
4) Ensure that systems, including. accounting, ICT, document and records management are place to support the operations of the division.
Pipeline Management And CRM
1. Manage the Programmes and Projects Pipeline of the Infrastructure Fund. Ensure that the pipeline is adequate, up to date, supports the operations and reporting requirements.
2. Serve as the Systems Super User for the IF Division.
3. Facilitate the build, implementation, maintenance and the management of the CRM system for the IF Division in order to achieve the following:
1) Automated deal tracking capability to provide timeous and accurate tracking of all deals within the IF’s pipeline at various stages of development.
2) A consolidated system that will organize, automate, synchronize client and employees’ engagements.
3) Provide IF with the access to decision-making analytics by ensuring that proper analytic tools are in place to help make sense of all the data and how it could be used for business growth purposes and building strong relations with clients and successfully acquiring new ones.
4) Provide the ability for identified IF users to quickly find deal / programme / project information, research reports and analytics to support daily workflow, enable them to identify new opportunities, gain deep understanding of markets, industries, company and events and develop their investment strategies.
5) Afford identified IF users in office and offline solutions to seamless connectivity to local and global breaking news, action alerts, etc. to secure business opportunities ahead of the market.
6) A reliable document management system that secures the storing and the management of data that come from different sources as well as properly securing sensitive customer information.
7) Prevent the loss of institutional memory, e.g. client information and interaction details by capturing all client interactions centrally, thereby reducing the risk of institutional memory loss and strengthening the IF’s position.
8) Continuous verification, validation and updating of data on the system to ensure integrity of information available.
9) Provide on-line and real-time dashboards to the GE and Heads of IF for information and key decision-making purposes.
Infrastructure Fund Operations Management And Coordination
1. Manage day-to-day and routine operations of the Infrastructure Fund as follows:
1) Plan, manage, and monitor day-to-day strategic and operational requirements/tasks to ensure optimisation and efficiency of the operations.
2) Attend-to and address the needs of the IF employees (GE, Heads, Other Employees), including finding practical solutions in resolving their needs.
3) Manage and communicate with internal and stakeholders.
4) Plan, manage, and execute planned operational requests of the IF.
5) Execute and manage ad-hoc requests from internal and external stakeholders.
2. Work with the Heads and GE to implement key strategies, projects and initiatives for the Division.
3. Oversee the overall efficiency of the IF operations and eliminate any bottlenecks. (4) In liaison with the Heads and Group Executive, assess the training requirements (technical or otherwise) of the employees of the IF. Ensure that the training needs are fulfilled.
4. Monitor the compliance of IF operations against the business plan and budgets. (6) Evaluate the division’s BSC performance i.e. actuals against targets. In liaison with the Group Executive and the Heads, coordinate and collate adequate evidence supporting the performance.
5. Monitor the risks of the division and compliance to the approved policies.
6. Familiarise the GE prior to attending Exco, Board, Sub-Committee of Board & Other meetings in terms of preparing relevant files, documents, inputs, reports, etc. from various sources.
7. Keep track of all Board and Sub-Committee of Board resolutions and items arising from the various meetings are actioned. Facilitate the follow-up on key Executive decisions and action items and ensure timeous implementation therefore of.
8. Coordinate and/or prepare concept documents, reports, memos, letters and presentations on behalf of the GE as and when required.
9. Assess and manage combined assurance requirements for the division.
10. Facilitate, coordinate and liaise with auditors (internal and external) in audit planning, execution, and finalization of period and ad-hoc audits.
11. Perform business continuity management assessments and ensuring that Business impact assessment is in place for the Division.
12. Undertake other tasks as assigned by the GE, from time to time.
Stakeholder Management And Reporting
1. In liaison with the GE and the Heads, develop a stakeholder management framework for the IF, which incorporates the needs and reporting requirements of internal and external stakeholder. (2) Develop adequate reporting templates for the IF, tailored to suit the needs of respective stakeholders.
2. Oversee the management of partnership agreements with amongst others key stakeholders, business partners, clients, service providers, and consultants.
3. Coordinate and assist in the preparation of GE’s various submissions to the Board, Sub Committees of Board and other meetings.
4. Coordinate and assist in the preparation of GE’s periodic and ad-hoc submissions to external stakeholders.
KEY MEASUREMENTS OF OUTPUTS
1. Adequate and Efficient operations.
2. Quality of presentations and reports generated.
3. Effective governance, risk coordination and management of the division.
4. Effective pipeline management of the CRM system.
5. Adequate internal controls and clean audit.
6. Quality of presentations and reports generated.
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EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. A relevant B Degree in business, finance, economics or business-related field.
2. 8-10 years relevant work experience in a similar role.
3. Strong sectoral research and analytics background preferably in Development Finance.
4. Experience in drafting reports, presentations, etc for Executives and Board Level.
Desirable Requirements
Banking industry and/or economic development services industry experience.
TECHNICAL
TECHNICAL
Computer Literacy
1) Demonstrates advanced skills in the use of one or more software tools.
2) Integrates technology and information technology systems with workplace activities in order to resolve operational problems.
3) Provides guidance to others in the effective use of specialised systems or automated equipment. Has enhanced skills in understanding the purpose for, and applying the functionality of, various programs and databases, such as when gathering intelligence.
4) Is a recognised expert in how to use one or more office software products or office tools to significantly enhance the value of own and others’ work.
5) Ensures staff has access to the appropriate technology.
6) Regularly evaluates the appropriateness of technological improvements and workplace tools and products.
Project Management
1) Defines, plans and manages large and/or strategic projects, including those with a high degree of technical complexity, with impacts across the organisation and/or with national implications. b. Assembles and leads diverse and multi-disciplinary teams, ensuring maximum effective resource utilisation.
2) Successfully manages substantial project budgets and reports directly to senior managers on the progress and results of projects.
3) Identifies complex issues that need escalation and proposes appropriate corrective actions.
Solutions Focused
1) Identifies broad, highly complex problems based on a multitude of factors, many of which are complex and sweeping in nature, difficult to define and often contradictory.
2) Creates procedures to articulate the nature of problems and to identify and weigh alternate solutions.
3) Evaluates the effectiveness of solutions using approaches tailored to the situation.
Business Acumen
1) Takes actions to fit business strategy.
2) Assesses and links short-term tasks in the context of long-term business strategies or perspectives.
3) Reviews own actions against the organisation's strategic plan; includes the big picture when considering possible opportunities or projects or thinks about long-term applications of current activities.
4) Anticipates possible responses to different initiatives.
5) Understands the projected direction of the industry and how changes might impact the organisation.
Planning & Organising
1) Is relied on to help others 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
Presentation Skills
1) Can reinforce key presentation points with examples.
2) Is able to translate technical terminology into language understandable to the audience. Has insight into the audience’s behavior and motivation and responds appropriately and professionally, adapting communication style as appropriate
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.
Reporting & Communication
1) Designs, reviews and improves reporting processes and provides guidance.
2) Leads preparation of complex reports, takes an editorial role, determines content and level of detail, and ensures consistent messaging and branding.
3) Is relied on by others to help them write complex technical and non-technical documents and briefs.
4) Is able to determine which aspects of this knowledge area need to be transferred to others in order to achieve organisational goals.
5) Coaches others and transfers communication skills and knowledge to others.
6) Able to communicate complex problems or concepts, by making them simple and understandable for others.
7) Adapts language to the level of the audience in order to ensure that the message has a positive impact and is interesting to the audience.
8) Is articulate, demonstrates a wide range of vocabulary, and is confident when talking to large/high level audiences.
Presentation Skills
1) Knows how to deliver arguments persuasively by employing a range of advanced presentation techniques (e.g. the appropriate use of body language, how to close a presentation so that the audience continues to think about the subject matter etc.).
2) Has knowledge of various feedback mechanisms to check levels of audience understanding.
REQUIRED PERSONAL ATTRIBUTES
Behavioural Competencies
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 achieved, 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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