ROLE DESCRIPTION

• The operations administrator will be largely involved in coordinating and streamlining administrative processes, providing support across financial administration, project management, building and maintaining our network of fieldwork service providers, relationship management with clients, content development and marketing, and business development initiatives.

Resposibilities

• As the operations administrator, your primary responsibility will be to oversee and optimise all operational aspects of our team, ensuring seamless coordination and execution of various processes.  

The responsibilities of the operations administrator role include:

Financial administration:

• Bridge the gap between the central Finance (Group Services) team and PDI around specific finance requests and processes.
• Act as focal point for PDI colleagues around finance system queries.
• Coordination of practice pipeline, order book and forecasts
• Become proficient with the key project management features of the finance system, including timesheets, expenses, subcontractor purchase orders, client invoicing and the reporting functions available, assisting project managers as necessary.
• Capture Senior Managements’ monthly expenses and ensure timeous submission including reconciliation of credit card expenses.
• Support with the administrative processes around project set-up and project closure on the finance system.
• Working with practice project managers to coordinate monthly invoices and expenses, including subcontractors
• Assist with month end processes e.g. reconciliation of time, time sheeting as needed and expenses on Intacct and invoicing.
• Ensure accurate provision of supplier documentation, countersignature of contracts and forms
• Ensure inter-practice agreements established for all project work.

Project management:

• Ensure project life-cycle compliance and alignment with G+ principles

Relationship management:

• Develop and maintain professional and sound working relationships with all internal levels of the organisation, particularly with Group Services and practice administrators and coordinators in other practices.
• Develop and maintain professional relationships with all external stakeholders of the practice
• Management of subcontractor database
• Management of client information sheets and client feedback process
• Assist and support office managers in Genesis hubs with maintaining the office environment

Meetings, functions and events:

• Schedule team and management meetings
• Send out invitations and/ or meeting requests and reminders, follow up meeting requests that are not responded to
• Collate team and management meeting agendas
• Assist with note-taking during senior management team meeting, as needed
• Follow up on actions agreed in team and management meetings
• Assist with booking meeting rooms prior to a meeting
• Manage video conference to ensure seamless operation and scheduling of video conferences
• Manage the organisation and arrangement of practice events, including strategy week, year end functions, leaving and joining functions and other in-person and/or virtual team social events.

Human Resources:

• Assist with the induction of new joiners, including practice-specific induction and administrative requirements for new staff
• Assist with the management of practice training/professional development calendar

Project support:

• Development and maintenance of Google Drive Folders for practice portfolios, proposal development and project documentation
• Assist with the set up and maintenance of project records within our firm-wide management system
• Facilitate project kick-offs and project close-outs and follow-up on all agreed actions
• Prepare and manage subcontractor agreements, NDAs, SOWs, and expenses as required

Fieldwork Partner Network Management:

• Support development and maintenance of a database of fieldwork partners, the fieldwork partner network (FPN), with a focus on Southern and East African countries, with expansion to West African countries. 
• Ensure all required documents are in place for bids, including key partner CVs, services available, and capability statements.
• Act as the point of contact for management of contracts with FPN. 
• Support for business development.
• Coordinate opportunity scanning responsibilities.
• Assist with CV formatting as needed.
• Accurately complete and prepare compliance documentation.
• Manage proposal preparation process.
• Manage proposal submission process, including coordinating workflow, packaging and delivery.
• Ensuring corporate capabilities are up to date.
• Finding partners for new opportunities.
• Content Creation and Marketing.
• Develop marketing materials to showcase PDI’s services and previous project successes. 
• Develop golden text and capability statements to be used in bids.
• Work with the Genesis marketing team to promote offerings through social media.

Travel Arrangements:

• In collaboration with the Genesis’ travel agent, assist team members to book and confirm travel requirements (locally and internationally), as needed
• Ensure travel requests are handled timeously and within the pre-approved process of the organisation and client, including flights, transfers, visa applications, accommodation and car hire
• Provide support to project team: lodging expenses, arranging travel booking, and duty of care for sub-consultants as required
• Support staff in compiling travel risk forms and tracking of team members that are in the field

Requirements

• Genesis consultants carry a balanced combination of powerful intellect, strong technical skills, and a consulting character to match. Successful candidates for roles at Genesis:
• Are passionate, self-motivated and energetic problem-solver
• Value integrity and exhibit ethical behaviour
• Are analytical thinkers and fast learners with excellent academic record
•  We specifically would like to hire an operations professional who has a passion for doing impactful work across the young world.

Requirements

• Diploma or Bachelors (NQF 5 to 7) with 2+ years of work experience, or NQF4 level education with 8+ years of work experience (required)
• IT literate and proficient in the use of Google Workspace and/or Microsoft Office and other hybrid working tools
• Skilled in using financial management tools and related software
• Relational database experience/certification (Airtable, SQL)
• Previous work experience in Southern and East African countries (required)
• Previous experience/certification in content development and social media marketing
• Previous experience in coordinating travel arrangements
• Confident communicator with people at all levels
• A creative approach to solving problems
• High level of discretion and confidentiality
• Excellent written and verbal communication in English

Desirable (advantageous)

• Previous work experience in consulting