Office Coordinator

About the position

C2 General
Responsibilities of Portfolio Office Co-ordinator
Department: VFS IT
Budgets & Finance Admin

• Management of Purchase Orders
• Management of Receipting
• CAPEX and OPEX Budget Recon & Co-Ordination
• Reconciliation and balancing of Requests
• Quarterly Funds review and release in collaboration with Business, IT and Finance
• Monthly alignment sessions with VFS Business, IT & Finance
• Monthly alignment sessions with SCM for contract management.
• Monthly meeting with Management and Finance Team for recon and alignment
  Department Administration and Support
• Capture and maintain divisional process documentation and templates.
• Facilities Management
• Boardroom Bookings & Co-Ordination
• Stationery Ordering & Co-Ordination
• IRS & Workflow loading and access requests
• Event Co-ordination and facilitation
• Divisional Asset Management
• Manage Divisional Leave and Team Capacity Planning
• Application Access Support: Jira, Confluence, MS Teams
• Business and IT Stakeholder Engagement and Communication
  Programme Increment (PI)
• PI Planning Administration, Co-ordination and Reporting
• PI Delivery Administration, Co-ordination and Reporting
• Jira ticket Maintenance and Housekeeping
• Demand Management Support and Training
• VSA Capacity Balancing Preparation and Planning
  Reports
• Support the co-ordination the compilation of reports with relevant stakeholders
• Review and QA report content in collaboration with content providers
• Ensure that weekly, monthly, quarterly, annual and ad-hoc reports submitted by deadlines
  People
• Capture and Maintain Staff Database
• Management of Divisional staff and distribution lists.
• Maintain Organizational Charts
• Support and track the recruitment process
• Support and promote Staff well-being
• Support and promote health and safety
• Support and Co-ordinate staff Learning and Development
  Tech Management and Control
• Provide support and co-ordination of Tech Manco activities, as well as the management and tracking of actions across Cyber, Risk, Assurance, Audit, Vendors, Contracts, Budgets, Finance, People.

Desired Skills:

• Attention to detail
• Diary Management
• CAPEX and OPEX
• Budgeting
• People Management
• General Office Administration
• Financial Reporting

Desired Work Experience:

• 5 to 10 years

Desired Qualification Level:

• Degree