Team Administrator (Shared) - Treasury

Job Description

To provide end-to-end administrative and secretariat support to the Treasury and Capital Management (CM) Unit, including committee and meeting administration, coordination of internal and external stakeholder engagements, budget and reporting support, processing of invoices and claims, and maintenance of the unit’s records management system, in a manner that is accurate, timeous and compliant with the Bank’s governance requirements.

Key Responsibilities

General Administration

Provide administrative support to the units:

o Manage day-to-day administrative activities

o Manage diaries and arrange meetings

o Organise refreshments when required for meetings

o Make logistics arrangements for internal and external engagements

o Take minutes, distribute for inputs and follow up on actions required

Perform administrative duties including preparing 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.

Attend to general queries made to the Head and team members, answer and screen incoming calls.

Draft, format, and proofread correspondence, reports, presentations, and other documents.

Administer the local and international travelling arrangements and the processing of claims for the units.

Proactive management for submission and processing of invoices, purchase orders and claims for the Treasury and Capital Management Division on SAP within agreed turnaround times.

Working proactively with all relevant internal and external stakeholders in processing claims, invoices and purchase orders.

Develop and maintain an advanced manual and electronic filing system for invoices, purchase orders and claims, ensuring accurate tracking, efficient retrieval and proper record-keeping of all related documentation.

Support ongoing team projects by updating trackers, following up on deadlines, and organising documentation.

Coordinate, collate and assist in the preparation of reports and presentations for unit submissions.

Manage office supplies, stationery, and equipment, ensuring stock availability.

Collaborate with the events unit to coordinate plans for internal and external stakeholders’ events.

Committee and Meeting Secretariat

Perform secretariat functions for the unit's internal governance committees (e.g. the Asset and Liability Committee and Sustainable Finance Working Group), ensuring compliance with governance prescripts — including scheduling, uploading of documents on the Dilligent platform and Microsoft Teams, minute-taking, tracking of action items, and timely circulation and approval of signed minutes.

Coordinate and assist in the preparation of cluster/unit submissions to the Board, management committees and other governance structures, incorporating recommendations from the Company Secretariat function as required.

Provide administrative and logistical support to ad hoc working groups convened by the unit (e.g. sustainable finance-related working groups), including agendas, invitations, minutes and related meeting documentation.

Reporting and Database Administration

Asist in 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.

Effective support with travel arrangements and administration thereof

Effective management of SCM submissions, invoice processing, etc.

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.

Clean audit

Expertise & Technical Competencies

Minimum Qualification

A Diploma or Bachelor’s Degree in Office administration, Project Management or Business Administration

Minimum Experience

A minimum of 5 years’ experience in providing administrative support to Teams in a medium to large size organisation.

Proven experience in managing team calendars, scheduling meetings and taking and distributing meeting minutes

Demonstrated experience in preparing reports, presentations, and correspondence for the Teams, Unit Heads, etc.

Maintaining filing systems and records.

Experience in coordinating travel arrangements, logistics and administration thereof.

Proven experience in supporting procurement or expense administration

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).

Desirable Requirements

Experience in the banking and/or financial services sector.

SAP Procurement

TECHNICAL COMPETENCIES

a) Project Management

Demonstrates an understanding of the key principles of project management and carries out some aspects, such as defining objectives.

Assists project management teams in an administrative capacity.

b) Data Collection and Analysis

Understands where to locate internal data/information.

Is able to collect and collate simple/readily available internal data.

Can perform routine analyses according to protocols developed by others.

Basic knowledge of statistical theories and methods.

Distinguishes information that is not pertinent to a decision or solution.

c) Reporting

Prepares standard reports on relevant subjects with guidance.

Collates and conducts simple analyses of data for inclusion in a report.

d) Computer Literacy

Is aware of the organisation's policies related to the use of computers and other technology.

Applies the basic functionality of common software, such as word processing systems, to complete assigned tasks.

Generally knows how to use and maintain own office/workplace equipment.

a) Written Communication

Writes clearly and concisely simple work related documents.

Expresses simple ideas clearly in writing.

Understands enough to independently handle most tasks in this area most of the time, but is supplied with direction for work objectives.

b) Verbal Communication

Able to explain simple procedures or instructions to others in a clear way.

Uses a limited range of words to meet simple spoken needs.

c) Business Acumen

Understands business fundamentals.

Analyses and comprehends organisational goals and strategies.

Understands tactical business fundamentals in the public sector environment and incorporates them into decision-making.

d) Financial Acumen

Is aware of the cost implications of their own actions.

Able to use existing simple financial monitoring systems effectively to control revenues/costs of own area.

Maintains a broad understanding of DBSA budgeting processes and timescales.

e) Planning and Organising

Is relied on to help o