Team Administrator (Programmes) at Development Bank of Southern Africa (DBSA)

PURPOSE OF THIS JOB

• Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit. 

Key Responsibilities    
KEY PERFORMANCE AREAS

General Administration

Provide administrative support to the unit:

• Manage day-to-day administrative activities
• Manage diaries and arrange meetings
• Organise refreshments when required for meetings
• Make logistics arrangements for internal and external engagements
• Take minutes, distribute for inputs and follow up on actions required
•  Perform administrative duties including typing and editing of reports, confidential correspondence and general documentation, filling, faxing, photocopying, and administrative work.
• Perform secretariat functions for the internal committees that are part of the unit structures, ensuring compliance with governance prescripts.
• Draft, format, and proofread correspondence, reports, presentations, and other documents.
• Coordinate and assist in the preparation of cluster/unit submissions to the board, business review, management committees, and ad-hoc resolutions from division-specific committees (secretariat).
• Administer the local and international travelling arrangements and the processing of claims for the units.
• Attend to general queries made to the Head and team members, answer and screen incoming calls.
• Support ongoing team projects by updating trackers, following up on deadlines, and organising documentation.
• Administer procurement processes and facilitate the submission and processing of invoices and claims.
• Coordinate, collate and assist in the preparation of reports and presentations for unit submissions.
• Coordinate internal audit and monitoring activities, including periodic review of the division and units.
• Manage office supplies, stationery, and equipment, ensuring stock availability.
• Collaborate with the events unit to coordinate plans for external stakeholders’ events.
• Assist with processing invoices, purchase orders, travel requests, and claims.

Reporting and Database Administration

• Assist in the coordination/preparation and alignment of unit/s balanced scorecard (BSC), and track and monitor plans to provide reports to the team.
• Coordinate the preparation of the divisional/unit budgets and monitor the spending together with the budget owner.
• Undertake project management tasks and provide project administration support on allocated projects.
• Prepare and present reports concerning activities, expenses, budgets and other items affecting the division/unit.
• Develop and maintain an advanced record-keeping (manual/electronic) and filing system to ensure an updated central repository and database for unit documents.
• Coordinate service providers’ database administration to ensure a central repository of information on service providers.
• Maintain updated contact lists, distribution lists, and team databases.
• Undertake other administrative duties as assigned, from time to time.

Key measurements of outputs:

• Timeous and efficient team administration support.
• Quality of presentations and reports.
• Management of budget, including operational expenses.
• Documents generated accurately.
• Minimal errors with regard to administration.
• Effective record-keeping management and retrieval systems.

Expertise & Technical Competencies    
QUALIFICATIONS AND EXPERIENCE

Qualifications

Minimum Requirements

• Bachelor’s Degree in Office Administration, Project Management or Business Administration.

Desirable Requirements

• Postgraduate Degree in Business Administration, Monitoring & Evaluation or Project Management.

Experience

Minimum Experience

• A minimum of 5 years’ experience in providing administrative support to Teams.
• Experience in communicating (verbal and written) and drafting reports and presentations for Executives and Board level.
• Experience in coordinating, consolidating and tracking cross-functional projects and stakeholder engagements.
• High proficiency with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MS PowerPoint, MS Outlook).
• Advanced SAP system experience.

Desirable Experience

• Experience in the banking and/or financial services sector.
• Some experience in Climate and Environmental space