Operations Support Coordinator at Housing Development Agency (HDA)

Key Performance Areas:

Business Unit Support

• Develop and implement office management systems that facilitate in the smooth operation of the office and support a pleasant working environment
• Assisting with the logistics of site office set up and maintenance requirements ate these offices
• Managing office procurement requirements
• Design and implement business continuity procedures to ensure business stability in the event of a crisis
• Attend to health and safety requirements within the office environment.

Document Management

• Facilitate the gathering of relevant information and reports of the Business Unit.
• Assist with the collation and the setting up of the Unit’s budget.
• Oversee storage and maintenance of existing documents within the document management system.
• Provide training to users e.g. project teams, Project administrator’s on usage of electronic version of the document management system.
• Monitor and update stored information and data.
• Maintain database of service providers, clients and other key stakeholders.

Reporting

• Provide regular feedback to the Head of Business Unit regarding operational responsibilities.
• Ensure that proper record keeping (statistics) is retained and updated regularly and prepare and submit statistical/statutory reporting as appropriate.
• Assist with the preparation of monthly and quarterly performance reports.

Financial Planning and Management

• Assist in preparing the Head of Business Unit s Office budget and monitor and track expenditure.
• Ensure compliance and adherence to HDA procurement processes both internally and as related to service providers.
• Manage variance reporting in conjunction with the Head of Business Unit.

General Operations Support

• Ensure new staff receive induction and orientation training and all details are loaded on the relevant HR.
• Creation and implementation of a system that creates accessible information to all users within the various programmes.
• Provide operational and administrative support to the regional offices when required.
• Maintaining a diary and meeting schedules management for the Head of Business Unit.
• Liaison and facilitation of relationships with stakeholders including service providers and government officials with the Head of Business Unit and Management.
• Sourcing and booking venues and meetings rooms when required.
• Ensure set-up for critical meetings are in order i.e., tools, documentation, projector.
• Drafting, receiving approvals and distribution of relevant documentation (agendas, minutes, report, presentations etc.) for meetings as required.
• Ensuring smooth running of events and quick resolution of any issues on the day.

Qualifications & Experience

• Relevant Admin or Business administration qualification (national diploma)
• 5-8 years’ experience in similar role
• Competent in MS Office package, Outlook, Excel, PowerPoint, Project and Word
• Experience in basic management