Specialist: Project Administration at Absa South Africa

Job Summary

• To deliver specialised project management administrative support services. 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.

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 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 processes, reports, reviews, decks, templates etc.)

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.) and align to Absa templates ands standards

Resource & Delivery Management

• Consolidate project deliverables and interdependencies across tribes
• Identify release & delivery risks across tribes
• Act as a point of escalation & resolution for Scrum Masters as required in respect to delivery risk
• Coordinate appropriate delivery & release communications across tribes and squads where required
• Manage & track the integrated resource plan across identified tribes & squads
• Identify resource implications & mitigate against these based on delivery requirements across tribes and squads (contingency, leave etc.)
• Manage & update resource management systems across identified tribes and squads
• In partnership with the People function & Line, successfully manage the resourcing process for tribes and squads

People & Change Management

• Coordinate large scale change programs across the estate
• Act as change coach & mentor across the business areas (small, medium & large scale)
• Develop change management plans for all planned change orientated activity (across the value chain e.g. suppliers, employees, customers etc.)
• In partnership with the functional leads and the people function, design & facilitate strategic change processes for the continued transformation of the business area
• Support all the people value chain processes including but not limited to: Resourcing, Development, Performance, Talent
• Support includes but is not limited to: Coordination of various people process inputs by tribe leaders, scrum masters and broader squad team members, identification of people risks, consolidation & tracking of plans & insights, coaching & mentoring, team problem solving (leveraging design thinking)

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
• Support 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 executives’ calendars, meetings, and events.
• Coordinate travel logistics and prepare detailed travel schedules.
• Prepare meeting agendas, take minutes, and ensure follow-up on action items
• Schedule meetings, appointments, and events for the leads, ensuring there are no conflicts and taking minutes where required.
• Coordinate internal and external meetings, ensuring timely reminders and managing any last-minute changes.
• Prioritise executive’s time by organising the schedule efficiently and flagging urgent items.
• Arrange travel logistics, including flights, accommodations, transportation, and itineraries for business trips.
• Organise and arrange meeting logistics, including setting up the venue (in-person or virtual), ensuring the availability of necessary equipment, and preparing materials.
• Ensure follow-up on action items and ensure executives are aware of any key issues discussed.

Education

• Bachelor's Degree: Business, Commerce and Management Studies (Required)

End Date: July 31, 2025