Senior Administration Specialist at Old Mutual

Job Description

• African Infrastructure Investment Managers (Pty) Ltd was established in 2000 and has established itself as a leading niche private equity fund manager, specialising in infrastructure equity investments in the African market. AIIM actively manages investments in North, East, West and Southern Africa and has assets under management of USD 2.9 billion with a track record extending across eight African infrastructure funds.

Role Overview

• AIIM is seeking a Senior Administration Specialist to support the Operations team with operations and facilities management, events, and administrative support to two functional areas within AIIM.

Responsibilities

• This role provides immediate response to complex administrative requirements in accordance with SLA parameters, in a processing environment. The incumbent is individually accountable for achieving results through their own efforts.

The successful candidate will be responsible for but not limited to:

• Processing of Ops/Finance/Investment team staff claims, DocuSign’s, vendor invoices, etc
• Processing of Shared Services staff claims, vendor invoices, etc
• Filing and organizing records, invoices, and other important documentation
• Participate actively in planning and execution of company events and team functions
• Assist with Office maintenance and installations
• Assist and liaise with vendors and service providers
• Travel booking for Operations, Finance & Investment Team (ATAF)
• Diary management for Operations, Finance & Investment Team (ATAF)
• Administration for Operations, Finance & Investment Team (ATAF)
• DocuSign processing for Finance departments
• Management of Access control system
• Assist with administration of the Subscriptions database/renewals/ applications for the company
• Vendor onboarding
• Assist with Staff onboarding
• Asset management (administration/audits/updates)
• Insurance administration (Renewals, claims, processing)
• Health & Safety compliance

Skills, Qualifications and Experience required:

• Matric, with relevant tertiary qualification/courses
• 3 to 5 years relevant experience, preferably in Financial Services
• Advanced MS office skills
• Knowledge of DocuSign, Expense point and Travel IT (not essential but highly preferred)
• Able to work comfortably in an open, fast paced environment
• Leaning agility essential especially with new systems or ideas
• Fully multi-skilled across systems and processes
• Office management experience

Personality Attributes and Competencies:

• Excellent written and verbal communication skills
• Time-management skills
• Ability to build rapport and engage at an executive level
• Excellent intellectual & conceptual abilities
• Flexible & dynamic – self-motivated, can work independently, results driven, ability to deal with change
• High energy level, strong sense of teamwork and a 'can do ' attitude
• Strong execution – ability to close off effectively on tasks and projects
• Ability to pay attention to detail
• Follow-through - the motivation to ensure the highest standards of quality and productivity are consistently maintained (must pay attention to detail and ensure accuracy
• Organization skills
• Ability to multitask
• Interpersonal skills
• Forward thinking and innovative
• Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

Responsibilities
Administration

• Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.

Correspondence

• Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.

Data Collection and Analysis

• Collate and analyze data using preset tools, methods, and formats. Involves working independently.

Insights and Reporting

• Contribute to the preparation of various data and analytics reports.

Document Preparation

• Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.

Business Meetings/Events Arrangement

• Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.

Work Scheduling and Allocation

• Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.

Operational Compliance

• Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.

Procurement

• Achieve specific procurement goals or provide support to others while following established procurement systems and protocols.

Budgeting

• Track budgets and report variances to more senior colleagues.

Personal Capability Building

• Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Skills

• Accountability, Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Digital Literacy, Executing Plans, Management Reporting, Numerical Aptitude, Office Administration, Oral Communications, Planning Ability, Report Review, Time Management

Competencies

• Decision Quality
• Directs Work
• Ensures Accountability
• Manages Complexity
• Optimizes Work Processes
• Plans and Aligns
• Tech Savvy

Education

• Matriculation Certificate (Matric)

Closing Date

• 25 March 2025 , 23:59