Requirement Overview<\/strong> Roles & Responsibilities<\/strong> \u2022 Ensure Admin staff are available, trained and able to perform their admin duties. Oversee internal controls (CSA) and adherence to policies and procedures:<\/strong> Office management:<\/strong> Providing accurate management information and\u00a0support to the Business Unit:<\/strong> Procurement:<\/strong> Financial management:<\/strong>
\nTo oversee the Administration of the Business Unit, and to ensure that sufficient Admin resources are available. To perform high level admin work and supply Senior management with management information regarding various non-audit matters in the BU e.g. financial, employment equity, CSA, HR, training, budget, BSC issues etc.<\/p>\n
\nProviding Admin Support in the BU and assisting with ad-hoc queries:<\/p>\n
\n\u2022Assist with ad-hoc queries from staff within BU, Senior management in the BU and sometimes directly from Top management (CE)
\n\u2022Assist with ad-hoc requests from Corporate Services (due dates).<\/p>\n
\n\u2022Oversee the flow of internal processes and adherence to policies and procedures.
\n\u2022Review of CSA files and other documentation.
\n\u2022Promoting and managing sound internal controls within the BU, and being up to date with the latest developments at the AG.<\/p>\n
\n\u2022Implement effective administrative and office management systems and practices for the Business Unit
\n\u2022Attend to administration support requests in accordance with the AG policies and procedures
\n\u2022Control and monitor stationary
\n\u2022Management of office environment
\n\u2022Participate in management meetings and workshops
\n\u2022Assist and advise on logistics as well as admin support
\n\u2022Quality control of EXCO submissions
\n\u2022Admin co-ordination, eg activity checklist (monitoring of delegated task\/objectives\/KRA achievements for BU)
\n\u2022Respond to PeopleSoft HR and Finance queries
\n\u2022Manage and verify assets in line with the AG policies and procedures<\/p>\n
\n\u2022Manage and control BU BSC (including PoE)
\n\u2022Manage and control IPC documents (including PoE)
\n\u2022Compile and manage accurate monthly management information for the unit to the relevant stakeholders
\n\u2022Prepare monthly MIS report to BE<\/p>\n
\n\u2022BU\u2019s Procurement Officer \u2013 i.e. need to be fully informed on Procurement Policy and procedures\/to be able to provide advice\/support to all the senior managers
\n\u2022Manage, control and advise SMs on expenses according to procurement policy
\n\u2022Manage, control and advise SMs on contracts with external service providers
\n\u2022Manage and control BEE of vendors and suppliers within the BU
\n\u2022Prepare monthly MIS report to BE<\/p>\n
\n\u2022Compilation and coordination of the annual budget
\n\u2022Monitoring and administration of BU\u2019s rolled-up budget
\n\u2022Prepare monthly variance schedules and MIS reports to BE
\n\u2022Re-allocation of expenses \u2013 prepare general ledger journal
\n\u2022Distribution of key accounts (controllable expenditures)
\n\u2022Invoice billing (checking and distributing of invoices to clients)
\n\u2022Annual Contract work allocations and control thereof.<\/p>\n