Manager Tribe Support - Sandton at Absa South Africa

Job Summary

Provide design & delivery support for technical strategy & operational planning, design & process engineering, resourcing, execution, business performance management & monitoring processes across technical product & service tribes in an estate. This includes but is not limited to:

• Communications
• Ideation & Design thinking
• Event Management
• People & Change Management
• Resource & Delivery Management
• Reporting & Analytics
• Financial Process Coordination

Job Description

Strategy & Business Planning Support

• Leverage business area knowledge & expertise to design & package outputs related to all strategy & business planning processes including reviews for multiple stakeholder groups
• Support the Tribe Support lead in the design and planning of all Strategy & Business Planning Processes
• Support the coordination of business planning & business performance review processes including e.g. venue, agenda’s, output management, input management
• Collate & coordinate business performance review trackers & reporting (monthly, quarterly, annually)
• Create a document / knowledge management system for all business planning processes (reports, reviews, decks, processes, templates etc.) for ongoing continuous improvement

Communications

• Develop & implement an integrated communications plan for the business area
• Work in collaboration with various functional leads to design & draft multiple communications (multi media campaigns e.g. townhalls, newsletters, leader one on ones, leader key messages, leader story telling / narrative etc.) aligned to the communications plan across the estate (customers & employee orientated communications)
• Lead the activation of all communication processes across the estate
• Evaluate and continuously improve the impact of communications processes across the estate
• Ensure strong communications & change management alignment across the estate
• Stay ahead of best practice on estate wide communications & communications trends (e.g. digitized communications, graphic illustration etc.)

Operational Process Support

• Act as initial point of entry for escalated client queries. Redistribute the resolution or respond directly to the stakeholders where appropriate and report only major issues to the Managing Executive or Business Unit Head
• Take personal accountability for resolving complaints lodged directly with the Managing Executive or Business Unit Head
• On a monthly basis, compile a summary of the projects and initiatives underway in the business unit and provide an update to the Managing Exec/BU Head on progress, risks and issues
• Coordinate the preparation of formal performance reviews conducted by the Managing Exec/BU Head by supporting direct reports to collect their portfolios of evidence and collating results from multi-source feedback for each direct report prior to the performance discussion
• Review financial reports prepared by line managers in the business unit and advise the Managing Exec/BU Head of substantial issues and actions that have been created to address these
• Review all new marketing and internal communication material from a style and content perspective prior to it being reviewed by the Managing Exec/BU Head and request required changes before presenting for signoff
• Take charge of general office administration including ordering of stationery and groceries, restocking printers etc.
• Ensure that adequate reserve stock is ordered
• Enforce company policy in terms of procedures including travel, cell phone, expense claims etc. (i.e. responsible for controlling signatures, taking policy into account, urgency and effecting timeous forwarding of documents)
• Retrieve bank property e.g. cellphone, 3G cards, laptops, access cards etc. from the direct reports, of the manager, who leave the bank and return to the relevant parties

Financial, Risk & Governance Process Coordination

• Support the implementation & management of financial, risk & governance processes for the business area e.g. budget management & reporting, internal / external, audit implementation & project management
• Lead the project management of various risk, finance & governance processes & issues resolution e.g. audit finding closure, governance / risk forum meetings, minutes and administration etc.
• Act as a point of escalation for all payments / other financial processing for the area and or facilitate payments processing with Key Centres of Enablement (where required to do so)
• Maintain & communicate policies and procedures related to all financial, risk & governance processes across the estate & proactively monitor compliance

Reporting & Analytics

• Act as the custodian for all reporting & analytics tools across tribes and squads
• Develop & standardize appropriate reporting & analytics tools for multiple stakeholder groups
• Coordinate and complete all reporting (monthly, quarterly, annually)
• Leverage reporting to drive insights and strategic action across the business

Administrative Support

• Manage the diary of the Managing Executive, in an efficient manner by using Outlook, to set up meetings requested by the line manager or to accept meetings requested by others where the manager’s presence is needed
• Track and monitor the acceptances and declines obtained from the relevant parties that have been invited to the meeting. Where possible, resolve issues independently but where needed escalate any concerns and issues to the manager
• Liaise with relevant parties to re-schedule any meetings, based on a request from either the manager or the original meeting organiser
• Print all documentation relevant to the meetings and prepare daily meeting packs and give them to the manager for their reference. Liaise with the in-house travel agency to make the travel bookings for any domestic and international trips the manager is required to make and in so doing ensure adherence to the required travel approval process
• When requested to by the manager, attend in team meetings in order to take the minutes of the meetings. Ensure that the minutes are typed, approved by the meeting chair and distributed to the relevant parties within the agreed time period
• Arrange any venues and catering for any team events, as requested by the manager, and obtain the managers approval on any orders prior to placing them with the suppliers
• Where teleconferences are being held, liaise with the relevant stakeholders to secure a dial in pin for the meeting
• Communicate the pin's details to all meeting attendees in advance of the meeting
• Oversee the planning and execution of business events for the Managing Exec/BU Head such as road shows, employee discussion forums, product launches, customer entertainment events and formal functions
• Prepare the key themes presentations and reviews for the Managing Exec/BU Head by researching and packaging detailed content. Ensure that presentations are designed to reflect the business unit's brand and Managing Exec/BU Head's personal style
• Oversee the management of the Managing Exec/BU Head's office to ensure smooth operations and that resources are available and operating effectively
• Screen requests for meetings or events to be attended by the Managing Exec/BU Head and determine which ones would be appropriate for personal attendance and which ones should be delegated to other managers in the business unit

Knowledge & Skills:

• Min 5 years’ relevant experience with a strong understanding of business and key drivers within a comparable role in a similar organisation/industry
• Previous experience of successfully working in a dynamic, high demand work environment
• Proficiency in all Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook
• Knowledge of basic financial/accounting concepts

Competencies:

• Planning and Organising (strong attention to detail)
• Personal and Interpersonal skills
• Excellent verbal, writing and reporting skills
• Deciding and initiating action
• Relating and networking
• Persuading and Influencing

Education

• Bachelor's Degree: Information Technology