Executive Coordinator: Coverage - Midrand at Development Bank of Southern Africa (DBSA)

Job Description    

• To coordinate the divisions administrative functions and liaising with all key stakeholders both internally and externally. Manage the Executive’s administrative responsibilities such as scheduling, planning, organising and play a key role in the coordination of deliverables and activities internally and externally.

Key Responsibilities    

Divisional Operational Planning and Coordination

• Coordinate the development of the division’s short and long -term plans and facilitate the scheduling and organising of planning sessions and final divisional plan aligned to the corporate plan and the Banks strategy.
• Coordinate and consolidate inputs for the preparation and alignment of the Divisional Balanced Scorecard (BSC) and provide support in drafting the final draft.
• Monitor and track the divisions performance against the balanced scorecard and provide reports on tracking progress, critical areas of improvement and priorities to ensure targets are achieved.
• Prepare and manage the budget for the division in consultation with the Executive.
• Provide coordination support to the Group Executive to manage various strategic initiatives and special projects on behalf of the Division.
• Conduct research and keeping abreast on topics affecting the division and prepare reports for decision making purposes.
• Participate in meetings to follow-up on key decisions and actions from the Board; Executive Management and ensure timely implementation and feedback is provided.
• Analyse and interpret data and/or reports from unit heads and project leads to provide dashboards and summaries outlining critical information and areas of concern.   
• Compile and distribute divisional reports/presentations and communicate on behalf of the executive providing feedback and updates on initiatives, projects, and various operational tasks.
• Implement systems, processes and procedures to improve the divisions administrative efficiency, effectiveness and productivity.
• Act as a point of contact with staff and various stakeholders and provide insight on initiatives, projects and divisions activities.
• Coordinate the divisions human resources activities including the approval of human resource plans and ensuring that performance agreements are completed.

Risk Management and Governance Committee Support

• Facilitate and co-ordinate the development and implementation of the risk register to provide an overview to the divisions management team.
• Monitor the divisions risk register and develop a risk matrix to evaluate and report on operational risks and risk mitigation actions implemented.
• Plan and schedule the performance of periodic management assurance reviews to assess the adequacy and effectiveness of the risk mitigation measures.
• Coordinate and assist in the preparation of divisional submissions to management and board committees, business review, management committees, ad hoc resolutions from divisional specific committees (secretariat)
• Coordinate internal and external audit review process and liaise with unit heads to consolidate feedback.
• Facilitate the development, management and monitoring of the division’s delegation of authority guideline, ethics / declaration of interest requirements, committee requirements and charters, as well as board requirements.

Office Administration

• Develop specific templates for the division for standardisation of reporting and administrative efficiency.
• Administer the document management system to secure/ store data and provide a platform for sharing division information.
• Work with the Group Executive to support the planning and execution of day-to-day work routines and key deliverables.
• Management of the Group Executive’s office with specific reference to the following:
• Monitor that the Group Executive’s office is appropriately resourced with daily consumables;
• Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up;
• Draft and edit all communication (letters, routine correspondence) from the Office of the Executive for approval; and
• Provide inputs, review and quality assurance of all documents and reports from the Executive.
• Procurement of professional services on behalf of the Group Executive by developing the relevant procurement documents and ensuring that procurement is performed according to the policy.

Stakeholder Engagements

• Prepare presentations, relevant documents and briefing packs for Executive engagements i.e., workshops/conferences, meetings, speaking engagements and ensure the Executive is appropriately briefed in consultation with subject matter experts and unit heads.
• Consolidate and compile inputs from unit heads to develop a stakeholder management framework for the division which incorporates the engagement plan and reporting requirements for internal and external stakeholders.
• Manage the Executive’s engagements and communications with critical stakeholders, including Ministers’ and CEO’s.
• Oversee the management of partnership agreements with amongst others key stakeholders, partners, clients, service providers, and consultants.
• Undertake other tasks as assigned by the Executive, from time to time. 

Key Measures/KPIs

• Effectiveness and efficiencies in the Office of the Group Executive.
• Quality of presentations and reports.
• Management of Budgets including operational expenses.
• Risk Management with Coverage.
• Maintain and enhance Governance within Coverage.
• Stakeholder management for the Coverage Division.

Key Internal Liaison Relationship

• Group Executive
• DBSA Executive Management
• DBSA key stakeholders
• Coverage Staff

Key External Liaison Relationships

• DBSA suppliers
• Other Stakeholders

Expertise & Technical Competencies    

Minimum Requirements:

• A relevant B Degree.
• Minimum of 5 years’ relevant experience in a similar role.
• Experience in drafting reports, presentations, etc for Executives and Board Level.
• Experience in communicating with high level stakeholders (verbal and written).
• Demonstrable experience in managing projects as well as excellent skills in planning and organising.
• Extensive and deep computer expertise in Word, Excel, PowerPoint and Outlook.
• Proven ability to coordinate and manage multiple functions.
• Excellent leadership skills to coordinate a team within the executive’s office as well as the ability to mobilise appropriate resources to assist in providing the most suitable solutions and services when required.
• Exposure to coordinating strategy formulation.
• Strong financial management experience.

Desired Requirements:

• Knowledge of Economics and /or Finance.
• Banking industry and/or economic development services industry experience.
• MS Projects.

TECHNICAL COMPETENCY
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.
• Reviews others’ documents for clarity and impact.
• Has a solid mastery of writing principles such as grammar, sentence construction etc.
• Presentation skills
• Can reinforce key prgesentation points with examples.
• Is able to translate technical terminology into language understandable to the audience.
• Has insight into the audience’s behavior and motivation and responds appropriately and professionally, adapting communication style as appropriate.

Reportin

• 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.

Business acumen

• Thinks and plans in future-oriented terms.
• Develops annual business plans that consider longer-term activities, issues, problems or opportunities.
• Develops and establishes broad scale, longer-term objectives, goals or projects (e.g., affecting a business, department, or organisation).

Planning and Organising

• Is relied on to helps other plan and organise their workload.
• Uses effectively advance 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, reprioritising and re-planning

Financial Acumen

• Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
• Effectively prepares budgetary submissions and forecasts for own department.
• Knows the internal and external factors that impact on resource and asset availability.
• Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximize revenues and control costs.

Financial Analysis

• Interprets, analyses and/or evaluates compliance with applicable legislation, sound regulatory practices and procedures, generally accepted accounting principles, and other such rules and regulations.
• Analyses or interprets financial records and develops program procedures, financial models and databases.
• Demonstrates a thorough knowledge and understanding of applicable regulations, rules, entity/company practices, concepts, and industry issues.
• Demonstrates a thorough knowledge or experience working with legal and regulatory issues in their subject area.
• Develops and maintains effective working relationships with regulated industries, government officials, administrators, and civic leaders.

Required Personal Attributes    

• Customer Service Orientation
• Tries to understand the underlying needs of customers and matches these needs to available or customized products and services.
• Adapts processes and procedures to meet on-going customer needs.
• Utilises the feedback received by customers, in order to develop new and/or improve existing services/ products that relate to their on-going needs.
• Thinks of new ways to align DBSA’s offerings with future customer needs.
• Self-awareness and Self Control
• Withholds effects of strong emotions in difficult situations.
• Keeps functioning or responds constructively despite stress.
• May apply special techniques or plan ahead of time to manage emotions or stress.
• Strategic and Innovative Thinking
• Experiments with new approaches, tests scenarios, questions assumptions and challenges conventional thinking.
• Creates new concepts that are not obvious to others, leveraging internal and external sources of information, to build incremental revenue and growth opportunities.
• Driving delivery of results
• Sets challenging goals that will have a significant impact on the business or support the organisational strategy.
• Commits significant resources and/or time to ensure that challenging goals are archieved, while also taking action to mitigate risk.

Teamwork & Cooperation 

• Acts to promote a friendly climate and good morale and resolves conflicts.
• Creates opportunities for cross-functional working. 
• Encourages others to network outside of their own team/department and learn from their experience.