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

Key Responsibilities

General AdministrationProvide administrative support to the unit:

•    Manage day-to-day administrative activities.
• Manage diaries and arrange meetings.
• Organise refreshments when required for meetings.
• 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.
• Coordinate and assist in the preparation of cluster/unit submissions to board, business review, management committees, 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.
• 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.
• Collaborate with the events unit to coordinate plans.
• Processing of invoices and related tasks on SAP.

 Monitoring Unit Plans and Reporting

• 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 advanced record keeping (manual / electronic) and filling system to ensure an updated central repository and database for unit documents.
• Coordinate service providers’ database administration to ensure central repository of information on service providers.
• 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 regards to administration.
• Effective record keeping management and retrieval systems.

Expertise & Technical Competencies

Minimum Requirements:

• Diploma in Administration or an equivalent qualification.
• A minimum of 5 years administration and secretarial working experience.
• High proficiency with Microsoft Office (MS-Word, MS Excel (at an advanced level of proficiency), MSPowerPoint, MS Outlook).
• Flexibility to be redeployed to a similar role within another sector/geography within the Division, based on business requirements.
• A project Management qualification.
• SAP Procurement experience.