| JOB NAME |
Operations Specialist (Project Preparation) (Midrand)
POSTED BY: Development Bank of Southern Africa
REF:DBSA 130
Date Published:Thursday, December 10, 2020
Date of Expiration:Tuesday, June 8, 2021 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 2021/01/15
Reference Number DBS201203-2
Job Title Operations Specialist (Project Preparation) (Midrand)
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The Operations Specialist will be responsible for providing direct support to the Group Executive: Project Preparation in executing the division’s strategy and goals. In liaison with the Group Executive: Project Preparation Division (GE:PPD), manage various strategic initiatives and projects on behalf of the Division. Co-ordinate the development the PPD’s short- and long-term business plan and balance scorecards. Coordinate and manage the development of the PPD’s overall budget – short and long term aligned to the business plan and balanced scorecards.
KEY RESPONSIBILITIES
1. Prepare and manage the budget of the PPD’s office and serve as the budget controller in consultation with the GE (including the preparation of procurement documents when required). Coordinate, monitor, track and report on these strategies, projects and initiatives including recommending strategy enhancements/changes as and when required.
2. Provide business intelligence to the PPD 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.
3. Oversee the management of partnership agreements with amongst others key service providers, customers, stakeholders, consultants and business partners.
4. Coordinate and assist in the preparation of GE’s various submissions to the Board, Sub Committees of Board and other meetings.
5. 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.
6. Keep track of all Board and Sub-Committee of Board resolutions and items arising from the various meetings are actioned.
7. Facilitate the follow-up on key Executive decisions and action items and ensure timeous implementation therefore of.
8. Assist the GE with ensuring that performance agreements are in place for all his/her direct reports.
9. Coordinate and/or prepare concept documents, reports, memos, letters and presentations on behalf of the GE as and when required.
10. Manage the Division’s risk management activities as follows:
1) Development of PPD’s risk matrix
2) Co-ordination the development and implementation of the risk metrics in order to monitor the effectiveness of risk strategies, frameworks, policies, procedures, guidelines, etc.
3) Evaluate, monitor and report risks and mitigation thereof.
4) Coordinates high level divisional risk reports for Exco, Board and other relevant meetings.
5) Coordinate the audit plan and review for the Division.
6) Business Continuity management and ensuring that Business impact assessment is in place for the Division. Undertake other tasks as assigned by the GE, from time to time. Management of CRM System Serve as the Systems Super User for the Project Preparation Division (PPD). Facilitate the build, implementation, maintenance and the management of the CRM system for the PPD in order to achieve the following:
1) Automated deal tracking capability to provide timeous and accurate tracking of all deals within the PPD’s pipeline at various stages of development.
2) A consolidated system that will organize, automate, synchronize client and employees’ engagements.
3) Provide PPD 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 PPD 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 PPD 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 PPD’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 PPD for information and key decision-making purposes.
Key Measurements of Outputs
1. Quality of presentations and reports generated. Effective risk coordination and management of the division.
2. Effective management of the CRM system.
3. Clean audit.
Key Internal Liaison Relationships
1. Group Executive:
2. Project Preparation CEO & Group
3. Executives Project Preparation
4. Division Team Board & Committees
5. DBSA Divisions
Key External Liaison
1. Relationships Infrastructure
2. South Africa National Treasury
3. Government Departments and SOCs
4. Public & Private Sector
5. Stakeholders External Service Providers
6. Development Finance Institutions
7. Capital Markets
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
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. 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 CRM Systems, Word, Excel, PowerPoint, MS Projects and Outlook.
7. Ability to coordinate and manage multiple functions.
8. Excellent leadership skills in order to manage a team within the GE’s office as well as the ability to mobilise appropriate resources to assist in providing the most suitable solutions and services when required.
9. Demonstrable business acumen and strategic advisory experience.
10. Exposure in strategy in strategy formulation and execution.
11. Strong financial management experience.
12. Flexibility to be redeployed to a similar role within another sector/geography within the Division, based on business requirements.
Desirable Requirements
Banking industry and/or economic development services industry experience.
Computer Literacy
1. Demonstrates advanced skills in the use of one or more software tools. Integrates technology and information technology systems with workplace activities in order to resolve operational problems.
2. 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.
3. 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.
4. Ensures staff has access to the appropriate technology.
5. 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.
2. Assembles and leads diverse and multi-disciplinary teams, ensuring maximum effective resource utilisation.
3. Successfully manages substantial project budgets and reports directly to senior managers on the progress and results of projects.
4. 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.
3. 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
1. Customer Service Orientation
2. Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
3. Adapts processes and procedures to meet on-going customer needs.
4. Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
5. 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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