| JOB NAME |
TEAM ADMINISTRATOR
POSTED BY: Development Bank of Southern Africa
REF:DBSA 36
Date Published:Thursday, February 14, 2019
Date of Expiration:Monday, April 15, 2019 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 |
Job Grade 12
Job Type Classification Contract
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
The purpose of this role is to provide an efficient administrative, organisational, and logistical service to the cluster/ divisional staff.
RESPONSIBILITIES
1. Maintain and manage the diary of Head, scheduling of appointments, arranging meetings, collecting visitors from reception and organizing refreshments;
2. Manage SAP, Unifier and any other queries and input into any financial and programme management system as allocated by Head;
3. Attend to general queries made to the Head and answer and screens incoming calls;
4. Responsible for document flow in and out of the Head’s office;
5. Develop and maintain advanced record keeping (manual / electronic) and filling systems in the Head’s office;
6. Performs high level administrative and secretarial duties including typing and editing of reports;
7. Compilation of confidential correspondence and general documentation;
8. Undertakes all administrative duties(i.e. filing, faxing, photocopying and minute taking);
9. Responsible for arranging of local and international travelling arrangements and the processing of claims;
10. Responsible for leave administration on behalf of Heads;
11. Procurement administration for the Unit;
12. Assist in the coordination/preparation and alignment of Unit/s Balanced Scorecard (BSC), track and monitor implementation thereof;
13. Undertake project/programme management initiatives as directed by the relevant GMs/Heads;
14. Submit performance reports and data to the PMO War Room for integrated reporting
15. Coordinate the preparation of the Units budgets and monitors spend thereof together with the relevant financial controller;
16. Prepare and present reports concerning activities, expenses, budgets and other items affecting the Unit;
17. Co-ordination and preparation of reports and Unit/s submissions for the Cluster;
18. Participate in meetings and interactions in order to ensure the recording of decisions and follow-up;
19. Coordinate unit/ divisional audits and review and monitoring activities;
20. Coordinate and assist in the preparation of Unit submissions to Board, Business Review, Management Committees, and Ad hoc Resolutions from Division specific committees (secretariat).
Measures/KPIs
1. Managing managers’ diaries.
2. Efficient and accountable document flow
3. Accurate record keeping.
4. Arrange local and international trips
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| REQUIREMENTS FOR THIS JOB |
MINIMUM REQUIREMENTS
1. An administration/ secretarial diploma or an equivalent qualification is a requirement;
2. A minimum of 5 years administration and/or secretarial working experience. Experience in a financial services environment will be an advantage ;
3. Project Management experience
4. High proficiency with Windows applications
5. Proficient with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook, MS Visio, SAP).
Key Responsibilities Skills and competencies:
1. Knowledge of efficient and effective office procedures and a minimum typing speed of 55 wpm to 60 wpm are required;
2. Considerable knowledge of standard administration practices and procedures is a necessity for this position;
3. Excellent knowledge of protocol and etiquette;
4. Ability to establish and maintain harmonious working relationships with co-workers, staff and external contacts, and to work effectively in a professional team environment;
5. Ability to lead from behind with an understanding of organizational processes and group dynamics.
Expertise & Technical Competencies 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.
Planning & Organising
1. Is relied on to help others plan and organise their workload.
2. Uses effectively advanced 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, prioritising and planning
Required Personal Attributes
Behavioural
1. Achievement Orientation
2. Delivers work on time and quality and follows through on agreed commitments.
3. Views new work experiences as an opportunity for growth.
4. Reacts immediately to overcome setback or / and obstacles in order to meet goals. Recognises and acts upon current opportunity.
5. Make specific changes to systems and processes in order to improve efficiency and quality.
6. Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
Attention to details
1. Double-checks the accuracy of information or work.
2. Ensure that the work produced doesn’t contain any errors.
Conceptual thinking
1. Uses knowledge of theory or of different past situation to look at current situation.
2. Applies learned concepts across various situations.
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.
Decisiveness
1. Acts promptly to address urgent needs, taking quickly those decisions which need to be taken.
2. Assesses available information to reach a clear view of key options and selects the best option at the time.
3. Thinks on their feet when necessary.
Integrity
1. Publicly admits having made a mistake.
2. Speaks out when it may hurt a trust relationship.
Self-awareness and self-control
1. Feels impulse to do something inappropriate and resist it.
2. Resists temptations to act immediately without thinking but does not take positive action.
3. Feels strong emotions 9such as anger, extreme frustration, or high stress) and holds them back.
4. Does not do anything but restrain feelings (does not act to make things better).
Strategic and Innovative thinking
1. Feels impulse to do something inappropriate and resist it.
2. Resists temptations to act immediately without thinking but does not take positive action.
3. Feels strong emotions 9such as anger, extreme frustration, or high stress) and holds them back. Does not do anything but restrain feelings (does not act to make things better).
4. Does not do anything but restrain
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English 
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