- 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
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