Collaborative Careers Durban, KwaZulu-Natal, South Africa
May 25, 2017Permanent
Collaborative Careers are assisting a well established organization to recruit for a Senior administrator for their Business development Unit The main purpose of this role will be to provide comprehensive support to the Business Development function in meeting the organisational vision, mandate and priorities and to ensure that the Business Development functional area outputs, its documentation and internal communication is of high quality, fluid, timely, efficient and effective. To provide information to personnel within the Operations Division and between the Finance & Administration and Corporate Affairs Divisions in relation to the functional areas of responsibility; To share substantive knowledge and make relevant inputs into areas of work in the Division; and To liaise with Operations, Finance & Administration and Communication Liaison with donors, partners, strategic constituencies and networks, and service providers in providing information, support and advice in consultation and as approved by the General Manager: Business Development Minimum Requirements for the position: Administration and/or Project Management Qualifications Administrative experience in the Non-Profit Sector 8 - 10 years’ experience in a similar environment with at least three years project or general management experience (general office management and administrative experience) The possession of educational qualifications and in particular short course qualifications in the required skill areas will be an advantage Qualitative verbal and written communication skills Excellent attention to detail Excellent computer skills (MS Excel, Word, Outlook and PowerPoint) Strong organisational, administrative and financial management skills Project Management Experience Strong organising, planning, tracking and the ability to deliver skills Key Responsibilities: To provide support to the General Manager on all the functional areas within the division by Co-ordination, management and administrative support of the Organisational Planning Mechanisms: Co-ordination and maintenance of updated organisational Annual Plan Management of internal communication mechanism – e.g. Monday Mail Ensuring systems and procedures are updated and in place for effective project management Administrative management of donor reporting, and all donor administration Ensures all grant obligations and submissions are tracked and recorded manually and electronically (maintenance of the donor tracking tools) Management of the Database Coordinating the submission for new grant phases or extensions Responsible for the administrative management to the GM’s critical areas of delivery on a day-to-day basis To provide support to the GM on the operational, management, administration and implementation of the division outputs by Administrative management of the division outputs on a day-to-day basis, which includes amongst other: Management of electronic information of stakeholders (donors, partners, etc.) Tracking and ensuring deadlines and deliverables are met Monitors administrative aspects of these core activities by supervising junior staff and other support staff, including consultants were necessary Administrative monitoring and co-ordination of all external (donor) and internal (monthly, quarterly, annual) written submissions/reports (including sending reminders for submissions due) Support with compiling and the presentation of written reports, and written submissions towards external (donor) and internal (monthly, quarterly, annual, trustees) reports. Prepare qualitative printed versions of donor submissions Preparing for and participates at internal management forums Provides regular updates to the GM on the status of the divisions deliverables outputs and activities Assists in ensuring all donor obligations are met according to plan, budget and agreement Develop systems that assist in ensuring synchronisation within the Operations Division and wider organisation and with external partners Preparing for stakeholder meetings, participating in meetings and preparing minutes of meetings Identify operational issues requiring policy formulation Briefs internal departments regarding support and assistance required e.g. Communications, Administration and Finance Coordinating disbursement requests Assists in ensuring synergy and coordination between various departments, units and programmes Management of ( The Year Plan ,mail,Unit programme reporting,unit programme work plans ,Unit programme budgets ,Unit feedback to queries,• Liaison with Finance ,Logistics,Budgets ,Memos ,Diary management for GM) To provide support to the division’s Quality Assurance Role Administrative support to Monitoring, Evaluation, Learning and Communication (MELC) System and outputs Assist with preparation for and implementation of external (donor) evaluations and internal evaluations Assist with ensuring Results Based Management (RBM) is being implemented and assist with the technical aspects of RBM tools (plotting information received on logical frameworks, risk management tools and matrix) Assist with preparing for and planning systems workshops To provide support to new business development Provides assistance with preparing proposals and tenders for funding Tracking of proposals and tenders Providing assistance with administrative aspects, communication aspects and packaging of proposals/bids/tenders To co-ordinate Special Projects To coordinate the implementation of initiatives as delegated to the division by the Executive by organising, planning and monitoring the Special Project activities according to the organisational mandate, approved work plans, and authorised activities.