Administrator

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

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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