BU Admin (iOCO0087) at iOCO

Job Description

• To provide comprehensive administrative and operational support across any of the following functions: IT, HR, Payroll, and general business functions. This role ensures smooth onboarding and offboarding processes, maintains accurate records, supports contracting and compliance efforts, and facilitates efficient communication and coordination across departments within Data & Analytics.

What you'll do:
IT & Asset Management

• Maintain and update the IT asset register from within Data (as per clause 11.3 of the “Ways of Work” Policy).
• Coordinate laptop setups with IT Asset Management team, repairs, disposals, and courier logistics; liaising with IT and Asset Teams. Return faulty equipment to the asset team for inspection, follow up on inspection reports, request disposal certificates from Asset team where disposal is recommended
• Track IT equipment assignments and ensure timely follow-ups; request repair quotes, obtain approval, request PO, Share PO with supplier, follow up on delivery, track spend.
• Arrange courier deliveries as required - submit request, follow up on delivery, assist with Courier account Recon
• Request costs from Asset Team regarding sale of laptops

HR Support

• Manage onboarding and offboarding processes, including documentation, MIE checks (where not from Talent team), AD account setup, and induction coordination (welcome letters etc).
• Support with exit processes, including documentation and equipment return.
• Assist with Verification checks when required
• Track and update headcount and HR trackers (which feed into BU Review packs).
• Monthly recon of Netsuite versus ESS to ensure that leave has been captured correctly.
• Assistance to ensure contractors are paid timeously under Uhla direction.
• Respond to all ad hoc HR queries.

General Administration

• Pack creation for Staff Town Hall monthly meetings, including tracking shout-outs to those that deserve it, staff recognition, new starter introductions, Birthdays, monthly sales, upcoming training reminders

Manage Supplier and Customer onboarding requests.

• Support with digital onboarding and email distribution list updates.
• Courier requests
• Arrange courier deliveries - mainly IT related
• Keep track of requests to assist with account reconciliation monthly (courier account was mismanaged previously - Thapelo now assists with keeping track of BU cost responsibilities)
• Monthly ATR Submissions - Learning and Development (when required)
• Complete monthly register for staff related training for L&D
• Review GL account records and obtain supporting documentation to submit for training related activities (invoices, Credit Card Statements, Receipts, Approvals etc.)
• Birthday vouchers
• Create individual voucher with details
• Send out to individuals on their birthday
• Co-ordinating staff birthdays for monthly emailer.
• CV conversions (when required)
• Keep record of CV's and occasionally assist with re-formatting to specific templates for RFP’s or to send out clients
• Training Administration - Qlik
• Manage training queries from clients
• Update training schedule
• Facilitate client training requests, ensure bookings are done, invoices are sent and payments are received
• Ensure delegates are confirmed logistics are correctly communicated
• Issue training certificates on successful completion of course
• Liaise with Marketing to get the training mailer out.

Billing Assistance

Debtors:

• Aging and cash collections – check aging list and follow up on outstanding payments
• Customer Queries – Query resolution and assisting with credits/updated PO numbers/statement requests/etc

Invoicing:

• Send out client invoices, statements and timesheets and field daily general queries from clients
• Monthly, request PO’s from other BU’s and follow up until received.

Netsuite:

• Creation of new projects; updating projects; adding new resources; adding new tasks.
• General maintenance of Netsuite data – closing unused projects; cleaning up data to ensure Qlik dashboarding correct.

General Contract Management

• Managing the end-to-end Cerebro Process
• ISP Contract renewals – ensuring that BU Managers are aware of renewals when they fall due.

Staff Contract renewals – See HR

• Manage Supplier & Customer Contracting - This includes but is not limited to Cerebro vetting & approvals
• Assistance (where necessary) in drafting contracts for repetitive business.

Partner Contracting

• Assist with drafting relevant NDA’s and Teaming agreements
• Circulating Partner agreement templates for legal review where applicable
• Submit for Cerebro Vetting and Cerebro contract approval
• Log onboarding request in the event of new suppliers and follow up

Travel & Event Co-ordination

• Manage all requests for travel
• Manage all requests for events
• Marketing support – Responsibilities to take over from Evashnee

There may be a need to assist in managing events from planning to execution and post-event reporting. Assisting with face-to-face events and digital campaigns, webinars and workshops. This could include:

• Sourcing suitable venue, secure venue bookings, getting quotes and negotiating rates, venue contract and payments
• Coordinate logistics- room set up, catering and other on-site requirements
• Work with OEM marketing team to create the invites including emailer and social media posts
• Manage the invitee list. Track and follow ups on the invitees. Send out reminders.
• Manages weekly check-ins with the team upcoming to an event

Skills & Competencies:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office, CRM systems, and internal tools.
• Ability to handle confidential information with discretion.

Qualifications & Experience:

• 3+ years in an Administrative, HR, or Operations support role.
• General Co-ordination experience is advantageous.
• Other information applicable to the opportunity: 
• Location: Cape Town
• Permanent position