Business Perfomance Administrator at Development Bank of Southern Africa (DBSA)

Job Description

• The purpose of this role is to coordinate the activities of the Business Planning, Performance and Reporting Unit.  Reporting directly to the Head of Unit, the Business Performance Administrator collates reporting information from teams, obtain audit evidence on development impact and summarises inputs into the divisional progress reports.  The position requires someone who is a good administrator, understand planning and reporting. 
• In support of the Business Performance Unit, reporting to the Head: Business Planning, Performance and Reporting, the successful applicant will be responsible, amongst others, for the following:
• Co-ordination of Divisional Performance Reporting
• Collation of programme progress reports from Project Portfolio Management System (PPMS), checking quality and engaging Programme Managers, Unit Managers, Business Intelligence Specialist on gaps identified. 
• Preparing draft divisional dashboards reports for discussion with Business Performance Specialist
• Client Relationship Management
• Follow up on tasks and commitments made to clients and other stakeholders by the Unit so that decisions are tracked and implemented accordingly.
• Update the Client Task Tracking report for the unit on a weekly basis.
• Assist the Manager to prepare a consolidated Client Tracking Report for the IDD Executive Committee (EXCO).
• Maintain the IDD Customer Database.
• Support with undertaking customer satisfaction surveys for the division
• Assist the Head Business Planning, Performance and Reporting track implementation of Customer Improvement Plans by all units.

Key Responsibilities

• Collection of Audit Evidence
• Prepare and update Business Performance Unit monthly audit evidence files in accordance with the deliverables in the operational plan.
• Collate Programme and Unit Audit Evidence on a quarterly basis working with Programme Administrators and Project Coordinators.
• Prepare IDD Audit Evidence on a quarterly basis and filing accordingly.

Document Management

• Set up and maintain an efficient filing system, database and information retrieval system in the unit.
• Liaise with the Business Performance team in ensuring all necessary document management system for the unit is in place.
• Collate monthly audit evidence for the programme.

Other Administration Functions

• Support the timeous planning and execution of procurement for the Unit and ensure compliance to procurement policy.
• Manage the capturing of unit purchase requisitions and purchase orders as an originator for the unit and ensure invoices are paid on time.
• Update and maintain the IDD delegations database for SAP procurement.
• Attend to other administration requirements including travel arrangements, record keeping, and general administration support to the team.

Expertise & Technical Competencies

ECHNICAL COMPETENCIES

•  Written Communication
• Understands that different writing styles are required for different documents or audiences.
• Write effective correspondence, prepares questions and reports, statements of circumstance and briefing notes.
• Has a solid mastery of writing principles such as grammar, sentence construction etc.

Reporting

• Designs / customizes reports to meet user needs.
• Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
• Keeps standard reports under review and proposes improvements to meet user needs.

Problem Solving

• Identifies complex problems based on a broad range of factors, many of which are ambiguous or difficult to define.
• 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.
• Implements solutions to complex problems, then evaluates the effectiveness and efficiency of solutions and identifies needed changes.

 Planning & Organising

• Is relied on to help others plan and organise their workload.
• Uses effectively advanced time management processes to deal with high workload and tight deadlines.
• Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
• Achieves goals in a timely manner, despite obstacles encountered, by organising, prioritising and planning

Behavioural

• Achievement Orientation
• Delivers work on time and quality and follows through on agreed commitments.
• Views new work experiences as an opportunity for growth.
• Reacts immediately to overcome setback or / and obstacles in order to meet goals. Recognises and acts upon current opportunity.
• Make specific changes to systems and processes in order to improve efficiency and quality.
• Formulates own objectives and action plans in order to achieve a measurable improvement in the future.
• Attention to details
• Double-checks the accuracy of information or work.
• Ensure that the work produced doesn’t contain any errors.
• Conceptual thinking
• Uses knowledge of theory or of different past situation to look at current situation.
• Applies learned concepts across various situations.
• Customer service orientation
• Makes self fully available, especially when the customer is going through a critical period.
• Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
• Takes the ‘extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
• Is aware of the level of service offered by the competition and provides more for customers than they expect.

Required Personal Attributes

• Decisiveness
• Acts promptly to address urgent needs, taking quickly those decisions which need to be taken.
• Assesses available information to reach a clear view of key options and selects the best option at the time.
• Thinks on their feet when necessary.
• Integrity
• Publicly admits having made a mistake.
• Speaks out when it may hurt a trust relationship.
• Self-awareness and self-control
• Feels impulse to do something inappropriate and resist it.
• Resists temptations to act immediately without thinking but does not take positive action.
• 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).
• Strategic and Innovative thinking
• Feels impulse to do something inappropriate and resist it.
• Resists temptations to act immediately without thinking but does not take positive action.
• 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).
• Does not do anything but restrain