Administrator

About the position

• Responsible for providing administrative support to the team to ensure efficient running of the office.


• To assist the team through planning and coordination of information to optimize workflow procedures in the team.


• To be the point of reference for all queries, requests or issues and be an integral part of the unit.

• Matric


• Relevant Diploma


• 2 to 5 years proven Administration experience.


• The following computer skills and knowledge of office software packages are essential


• MS Word; PowerPoint; Excel; Outlook


• Knowledge of SAP will be an added advantage


• Organized and persistent, with drive and determination to achieve goals.


• Effective, versatile and action-oriented.

Financial / Shareholder Returns

• Prepare the department’s expenditure and / or invoices for processing.


• Keep appropriate record and regularly report on expenditures.


• Actual vs Budget monitoring and reporting

Internal / Operational Processes

• Provide general administration work including typing, reports, presentation slides, scheduling appointments, arranging meetings and collating minutes,


• Assist as required with above services throughout Technical Services Valuations Department,


• Ensure filling system is in place and updated (including Docupedia) to preserve knowledge in the team.


• Reports - assist with compilation, distribution and obtaining signatures for reports when team member is not available to do so.


• Maintain an updated contact list for the department.


• Maintain stakeholder database.


• Attend to the SBU requests for client allocation, within TSV department.


• Maintain due diligence scheduling and assist Manager to allocate new due diligence requests within the TSV team.


• Maintain IFRS pipeline and assist manager to allocate IFRS work within TSV Team


• Monitor the timing of due diligence undertakings to flag the need for TSV follow-up with clients.


• Timeously request and maintain record of ratings from SBUs and other internal clients for Technical Services department.


• Support the team with SAP travel bookings, claims and unit expenditure.


• Ensure that files are recorded correctly on H drive.

1. Administration of TSV Tender Assignments (Procurement Process (RFQ) asset tagging tenders)

• Coordination of the asset tagging processing between external and internal stakeholders.


• Record keeping and Reporting of assets tagged and to be tagged.


• Verify information received from internal client within 3 days.


• Clarify and request additional required information within 3 days


• Produce and issue RFQ to external consultants


• Send Instruction to selected external consultant upon receipt of response to RFQ


• Close out report work instruction sent to valuer upon receipt of information from consultants.


• Process Invoices within 1 week of receipt of signed close out report invoice.

2. Procurement Process (RFQ) PEM, Land Building and other          Adhoc tenders

• Confirm valuations need by liaising with CSG based on SAP data


• Analysing collateral data taking into consideration the collateral prioritisation criteria and critical delivery dates


• Prepare and submit RFQ to Procurement


• Liaise and follow-up with Procurement liaison


• Provide professional administrative support to the team,


• Provide an efficient customer service to both internal and external customers


• Timeously capture valuation data on SAP.


• Ensure Sign off by valuers of data captureo on SAP


• Collateral Register: valuation data ManagementData Analysis for reporting

3. Pipeline Management

• Extract updated data from SAP for pipeline maintenance purposes


• Request information to determine adequacy for requested purpose


• Log transaction and allocate the required FAV resources upon receipt of required information


• Monitor and maintain the status of the pipeline


• Timeously request and maintain record of ratings from SBUs and other internal clients for Technical Services department.


• Data Analysis for reporting

4. Collateral Register: valuation data Management

• Timeously capture valuation data on SAP.


• Ensure Sign off by valuers of data captured on SAP


• Data Analysis for reporting

5. Other: Customer Focus Stakeholder Management

• Provide professional administrative support to the team,


• Provide an efficient customer service to both internal and external customers

Learning, Leadership People Growth

• Manage own development to enhance own competencies


• Participate in knowledge sharing in the team, such as ESRR trends and due diligence time requirements, lessons learnt, etc.


• Solutions Driven, Accountability and Innovativeness.

• Administration and telephone skills


• Planning and organising skills


• Attention to detail


• Ability to liaise and engage with both internal and external clients


• Computer proficiency


• Time management skills

Desired Skills:

• Judgment and Decision Making
• Complex Problem Solving
• Critical Thinking
• Management of Personnel Resources
• Social Perceptiveness
• Management of Financial Resources
• Time Management