| JOB NAME |
Team Administrator (Shared) [Midrand]
POSTED BY: Development Bank of Southern Africa
REF:DBSA 2073
Date Published:Friday, November 29, 2024
Date of Expiration:Wednesday, May 28, 2025
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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 2024/12/09
Reference Number DBS241119-2
Job Grade 12
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
1. Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit.
2. Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit.
KEY RESPONSIBILITIES
General Administration
1. Provide administrative support to the unit:
1) Manage day-to-day administrative activities
2) Manage diaries and arrange meetings
3) Organise refreshments when required for meetings
4) Take minutes, distribute for inputs and follow-up on actions required
2. Perform administrative duties including typing and editing of reports, confidential correspondence and general documentation, filling, faxing, photocopying, and administrative work.
3. Perform secretariat functions for the internal committees that are part of the unit structures ensuring compliance with governance prescripts.
4. Coordinate and assist in the preparation of cluster/unit submissions to board, business review, management committees, ad-hoc resolutions from division specific committees (secretariat).
5. Administer the local and international travelling arrangements and the processing of claims for the units.
6. Attend to general queries made to the Head and team members, answer and screen incoming calls.
7. Administer procurement processes and facilitate the submission and processing of invoices and claims.
8. Coordinate, collate and assist in the preparation of reports and presentations for unit submissions.
9. Coordinate internal audit and monitoring activities, including periodic review of the division and units.
10. Collaborate with the events unit to coordinate plans for external stakeholder’s events.
11. Processing of invoices and related tasks on SAP.
Monitoring Unit Plans and Reporting
1. Assist in the coordination/preparation and alignment of unit/s balanced scorecard (BSC), and track and monitor plans to provide reports to the team.
2. Coordinate the preparation of the divisional/unit budgets and monitor the spending together with the budget owner.
3. Undertake project management tasks and provide project administration support on allocated projects.
4. Prepare and present reports concerning activities, expenses, budgets and other items affecting the division/unit.
5. Develop and maintain advanced record keeping (manual / electronic) and filling system to ensure an updated central repository and database for unit documents.
6. Coordinate service providers’ database administration to ensure central repository of information on service providers.
7. Undertake other administrative duties as assigned, from time to time.
Key measurements of outputs:
1. Timeous and efficient team administration support.
2. Quality of presentations and reports.
3. Management of budget including operational expenses.
4. Documents generated accurately.
5. Minimal errors with regards to administration.
6. Effective record keeping management and retrieval systems.
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| REQUIREMENTS FOR THIS JOB |
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements:
1. Diploma in Administration or an equivalent qualification.
2. A minimum of 5 years administration and secretarial working experience.
3. High proficiency with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook).
4. Flexibility to be redeployed to a similar role within another sector/geography within the Division, based on business requirements.
Desired Requirements:
1. A Project Management qualification.
2. SAP Procurement experience.
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.
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.
Reporting
1. Prepares standard reports on relevant subjects with guidance.
2. Collates and conducts simple analyses of data for inclusion in a report.
Planning and 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 replanning.
Policies and Procedures
1. Has detailed knowledge of policy and procedure relating to a specific area of work.
2. Is capable of implementing procedure, highlighting issues as appropriate.
Project Management
1. Demonstrates a practical knowledge of project management principles and techniques.
2. Plans, defines, and manages projects within a department or area.
3. Identifies resources required and their appropriate role and skills.
4. Assists in the management of projects where the objectives, milestones and time scales have been defined.
Data Collection and Analysis
1. Is able to collect and collate simple/readily available internal data.
2. Can perform routine analyses according to protocols developed by others.
3. Basic knowledge in statistical theories and methods.
4. Distinguishes information that is not pertinent to a decision or solution.
REQUIRED PERSONAL ATTRIBUTES
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. 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.
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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