Senior Administrator: Project Administration (Payments) at Absa South Africa

Job Summary

• The purpose of the role is to provide administrative and operational support for RBB Payments in operational and project management, governance maintenance and to develop, maintain and enhance operational business relationships, through the execution of predefined objectives.

Job Description

Accountability: Business Administration

• Provide administrative support for the payments governance structure through minute taking, action log management and escalation of outstanding items through the appropriate Absa structures 
• Support in consolidating commentary from various business units relating to position papers, draft directives etc.
• Assist in payment incident management across the electronic payment streams
• Build Absa’s payments knowledge library through the collection and archiving of all required payment content 

Accountability: Projects

• General support to the RBB Payments area to meet the project requirements coming through the business book of work (internal and external) to ensure strong alignment with Absa group.
• General support in executing all payment project related administration required throughout the project life-cycle phases, such as the initiation of project definition, requirements gathering, delivery tracking sessions, management of project governance requirements etc.

Accountability: Reporting

• Support the payment SMEs in the operations of the reporting requirements and artifacts of the Absa payments data function

Accountability: Administrative Support

• Manage the diary of the direct line manager, reminding them of future commitments and matters requiring attention.
• Participate in team meetings to take minutes of the meetings. Ensure that minutes are typed, approved by the meeting chair and distributed
• On request from any team member, print and bind presentations, newsletters, or other material.
• Take charge of office moves for team members including liaison with building  management and IT
• Build and maintain a contact database for the team and ensure that data is kept current.
• Maintain project documentation for departmental projects on request. Ensure that documents and reports are adequately completed by team members.
• Maintain files for team documentation.
• Record and relay telephone messages for team members who are out of the office.
• Type correspondence, management reports or other documents on request from the line manager or any team member.
• Receive, open and distribute mail after logging the items according to the set procedures.
• Arrange documentation to be sent to archives and retrieve documents from archives when needed.

Accountability: Account and cost maintenance

• Based on requests from team members, request quotes from approved suppliers and generate purchase orders.
• Follow up with vendors for the delivery of items. Check the invoices against items received from vendors.
• Obtain signoff on invoices from the cost centre owner and submit to accounts payable for payment. Follow up with accounts payable when vendors advise that they have not been paid.
• On a monthly basis, review entries passed against the department's cost centre. Investigate and resolve any unknown entries with the Accounts Payable department.
• On a monthly basis, request team members to submit supporting invoices for corporate credit card expenses. Complete the reconciliations, obtain the individuals signoff and submit for processing.

Education and Experience Required

• National Diploma or equivalent NQF level 6 qualification
• At least five (5) years of payments exposure (working within a payments team)
• At least five (5) year’s administrative experience

Knowledge & Skills:

• Planning, structuring, coordinating
• People orientation and relationship management
• Presentation & excel skills
• Communication skills

Competencies: 

• Planning and organising
• Presenting and communicating information
• Adhering to principles and values

Education

• National Diplomas and Advanced Certificates: Business, Commerce and Management Studies (Required)