Coordinator: Technology Platforms at Technology Innovation Agency

Job Advert Summary    

• To ensure that the unit's administrative coordination is effectively carried out to enable effective investment management processes, smooth budgeting processes, timeous knowledge transfer through the correct channels, all of which will ensure a comprehensive and continued support service to internal and external stakeholders.
• Technology Innovation Agency (TIA) is a talent driven, customer- centric and impact focused organisation. In our endeavour to support technology innovation with socio-economic outcomes; we seek to infuse the organisation with team players that find resonance as value creators, agile thinkers, progressive attitudes, customer-centricity, dynamic work ethic and an optimistic disposition. We aim to harness these attributes in a manner that they culminate into a culture of teamwork, impact and accountability.
• In executing its mandate, the organisation provides funding and non-funding support to stimulate innovation so that it provides a catalytic impact to the economy whilst improving people’s lives and protecting the environment. The Agency endeavours to promote the careers of previously disadvantaged persons by applying the principles of the Employment Equity Act, as amended.

Minimum Requirements    
Qualification

• 3 year technical (Science or Engineering qualification) or relevant certification (e.g. ICASA SA),
• 4-year tertiary qualification/ B Degree in Science or Engineering) plus a Project Management/Prince II associate certification (Preference)

Work Experience

• 3 years’ experience in project management and/or administration /financial management
• 5 years’ experience in project management and/or administration (Preference)

Duties and Responsibilities    
Financial Administration

• Ensure that the investment/portfolio budgets and expenditure are effectively updated and monitored, so that all people in the unit have updated information with regards to the budget
• Timely access and accuracy of the investment/portfolio budget information
• Draft, capture, track, monitor and report on Unit’s operational budget (Reconciliation with BI System) to the Head.
• Monitor, track and report Unit’s Investment budget to the Head in liaison with Finance BU, Platforms and team members.
• Analyse and report on DSI, Stakeholders and internal expenditures.

Stakeholder Management

• Ensure that Internal and external customers are aware of unit’s offerings, mandate and keep abreast with the unit’s focus areas
• Attend to cases on the CRM system and other query platforms and allocate to the correct Portfolio/Programme Manager and Platform Managers within 48 hours.
• Ensure that progress on cases are updated and resolved appropriately.
• Report outstanding cases to the relevant Heads and Executives on a weekly basis
• Enable the unit to engage effectively with Stakeholders and client. Arrange workshops with stakeholders as and when required.
• Keep a register from all Stakeholders on the impact achieved from TIA investments. (Demographic analysis, Geographic analysis, PDI, Women, Youth)
• Collect and collate investment or project marketing material for the marketing and Communications Unit

Internal Processes

• Coordinate and schedule meetings with Internal and External Stakeholders as required.
• Ensure all travel arrangements are coordinated, verified and finalized. 
• Accompany portfolio/programme managers to on-site meetings to assist with minute taking, portfolio review and analysis and follow-up on matters arising.
• Ensure proper records management for the Business Unit in compliance with the TIA file plan and records management policy and procedures.
• Develop systems to track, monitor and report on evidences of financial disbursements.
• Collate reports of external experts and present to the Portfolio of Programme Manager, or Unit Head as required.
• Process signature of contracts and liaise with Legal and Finance departments to ensure contracts are complete.
• Prepare disbursement packs for sign-off.
• Ensure that disbursements take place in specified timeframes.
• Update investments dashboards with the statement of progress during the Investment review phase.
• Assist with ensuring effective business processes are in place to coordinate activities in unit.
• Capture and update investment information systems to enable investment management and reporting.
• Develop systems to enable effective collection and collation of investment information to compile relevant reports (Coordination and completion of Unit monthly reports).
• Procure technical and market reports and intelligence required by Portfolio and Programme Managers for the purposes of due diligence and allied evaluations.
• Procure goods and services from suppliers to enable the business unit to conduct its business in line with appropriate policies (e.g. consultants, booking of venues, travel, etc)

Governance and Compliance

• Ensure adherence to all relevant policies, procedures, and frameworks
• Compliance with all TIA systems (GMS, ERS, Performance Management, HR, Finance, Stakeholder information (CRM), fund management, reporting) is achieved.
• Collate, store and enure access to relevant information for monitoring, evaluation and audits.
• Facilitate process reviews, internal and external audits by liaising with the team to submit information by the agreed deadlines.