Job Description

ESSENTIAL SKILLS REQUIREMENTS:
Microsoft Office Applications (Outlook, Excel, Word, PowerPoint, MS Teams) - advanced.
Jira and Confluence advanced.
Business administration end-to-end (offers, resource planning, finances, time administration).
Implementation of and driving compliance with governance processes & policies.
Accurate & timeous reporting.
Organisational skills and the ability to focus on multiple tasks at the same time.
Strong ability to understand and interpret Business needs and requirements.
Excellent interpersonal and organizational skills with ability to communicate effectively (both verbally and written) with both technical and non-technical colleagues / users.
Strong problem-solving skills.
High stress tolerance levels.
Flexibility to take up different tasks.
Ability and willingness to guide and give training to fellow colleagues and users when required.

ADVANTAGEOUS SKILLS REQUIREMENTS:
Good understanding of IT Product Lifecycles end-to-end.
Agile methodology experience (roles, ceremonies, principles).
Procurement / purchasing processes.
Processes & Policies (Purchasing, Travel, etc.)

WHICH QUALIFICATIONS/EXPERIENCE DO WE NEED FOR THE ROLE?
Minimum qualifications:

Matric Certificate with Mathematics and English First Additional Language.
3-year tertiary qualification in Business Administration / Project Management / Finance or relevant similar qualification.
Minimum experience: 2 years business / finance administration.

WHAT WILL BE YOUR ROLE AND RESPONSIBILITIES?

Enabling an entire Main Department within the the following categories:
Travel:
Invitation & permission letters.
Trip request assistance: Submitting of trip requests according to travel policy.
Health & Safety:
Coordinate all H&S daily, monthly & periodical operations (inspections, all tasks as per appointment) per Main Dept, report any irregularities to ZA Hub Facilities Management.
Medical Surveillance steering (compliance, reminders).
Facilities Management:
Reporting issues / complaints / incidents (HVAC, power, water leaks, etc).

Onboarding:
Onboarding preparations (EUDs, welcome packs).
Onboarding first day: Welcome, assistance of individuals struggling with generic onboarding topics.
Onboarding ongoing support Main Dept specific topics, integration into work environment.
Post onboarding activities resolve queries from new joiners, complete onboarding check lists, basic training / assistance.

Business & compliance administration:
IT methodology compliance checks & guidance:
o Offer administration end-to-end.
o Assists with and /or initiate offers on the Customer Portal.
o Creates offers in system (PCAS).
o Quality Assurance of offers in system (PCAS).
o Preparation of offer estimates & documentation.
o Ensuring correct usage of templates.
o Perform offer administration (resources, fixed costs, travel).
o Administrate accurate and timeous time allocation.
Pipeline administration:
o Align pipeline after re-org instances.
o Maintain data when customers are changed / added.
o Maintain data when planners are changed.
ISO 9001 compliance activities product & financial focus:
o Product Depot creation, maintenance, quality checks.
o BizDevSecOps Maturity Assessment dashboard maintenance.
o ISO 9001 support activities (compliance artefacts, periodical checklist / coordination tasks).
Financial administration & support:
o Financial reporting & support (monthly actuals vs. planned, product-specific per offer).
o Budget transfers & follow up.
o Financial analysis & corrections (headcount transfers, planned to actual rates updates, etc.).
o Supports Line Managers with Finance Dashboard (overall green / red status + deviation resolutions, all product actuals i.e. placement fees, training, travel, etc.).
o Supports Line Managers & FG-Z-1 Finance Team with financial forecasts (quarterly, re-aligning, actuals outstanding).
Customer liaison:
o Communication regarding offers (process changes, budget transfer follow-up).
o Customer Portal assistance through offer management process.
Operational support:
o Time administration daily activities.
o Purchase orders preparation - identifying and gathering Main Dept requirements + basic supporting documentation preparation.
o EUDs management (PRIMA).
o Main Dept Confluence pages maintain.
o Flexible resources Task Lists maintenance.
Inter-department collaboration and support:
o Actively engage and participate in Business Enabling CoE.
o Stand-in as and when required for Business Enabling Specialists in other Main Depts.

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