Business Unit Administration Manager: People & Organisation Effectiveness at Auditor-General of South Africa

Job description

Requirement Overview

To oversee the Administration of the Business Unit, and to ensure that sufficient Admin resources are available. To perform high level admin work and supply Senior management with management information regarding various non-audit matters in the BU e.g. financial, employment equity, CSA, HR, training, budget, BSC issues etc.

Roles & Responsibilities

• Providing Admin Support in the BU and assisting with ad-hoc queries
• Ensure Admin staff are available, trained and able to perform their admin duties.
• Assist with ad-hoc queries from staff within BU, Senior management in the BU and sometimes directly from Top management (CE)
• Assist with ad-hoc requests from Corporate Services (due dates).
• Oversee internal controls (CSA) and adherence to policies and procedures
• Oversee the flow of internal processes and adherence to policies and procedures.
• Review of CSA files and other documentation.
• Promoting and managing sound internal controls within the BU, and being up to date with the latest developments at the AG.
• Office management
• Implement effective administrative and office management systems and practices for the Business Unit
• Attend to administration support requests in accordance with the AG policies and procedures
• Control and monitor stationary
• Management of office environment
• Participate in management meetings and workshops
• Assist and advise on logistics as well as admin support
• Quality control of EXCO submissions
• Admin co-ordination, eg activity checklist (monitoring of delegated task/objectives/KRA achievements for BU)
• Respond to PeopleSoft HR and Finance queries
• Manage and verify assets in line with the AG policies and procedures
• Providing accurate management information and upport to the Business Unit
• Manage and control BU BSC (including PoE)
• Manage and control IPC documents (including PoE)
• Compile and manage accurate monthly management information for the unit to the relevant stakeholders
• Prepare monthly MIS report to BE
• Procurement
• BU’s Procurement Officer – i.e. need to be fully informed on Procurement Policy and procedures/to be able to provide advice/support to all the senior managers
• Manage, control and advise SMs on expenses according to procurement policy
• Manage, control and advise SMs on contracts with external service providers
• Manage and control BEE of vendors and suppliers within the BU
• Prepare monthly MIS report to BE
• Financial management
• Compilation and coordination of the annual budget
• Monitoring and administration of BU’s rolled-up budget
• Prepare monthly variance schedules and MIS reports to BE
• Re-allocation of expenses – prepare general ledger journal
• Distribution of key accounts (controllable expenditures)
• Invoice billing (checking and distributing of invoices to clients)
• Annual Contract work allocations and control thereof.
• Management Information
• Provide monthly financial feedback on Income statement variances, debtors, recoverability and other financial matters.
• Provide/oversee monthly/annual information for BSC purposes, eg. EE achievements, pass rates, etc.
• People Management
• Admin staff IPC evaluations, monitoring, guidance, admin meetings and motivation of staff.
• POE’s, review.

Qualifications

Skills, Experience & Education

Degree in Business Administration, or equivalent

Experience

At least 3 years’ experience in business administration

Closing Statement

These appointments are subject to the preferred candidates obtaining the necessary security clearance, reference checking and competency assessment.

We embrace employment equity and are committed to achievement of fair and equal representation of our workforce.

Preference will be given to internal applicants and candidates from previously disadvantaged backgrounds.

Auditor General welcomes applications from all persons with disabilities

Recruitment Agencies are only allowed to submit CVs for people living with disabilities.

Closing Date:08 July 2017