Programme Administrator: Corporate Support needed at Housing Development Agency

Key Performance Areas:

Corporate Support Programmes

• Develop and implement office management systems that facilitate the efficient and effective operation of the Corporate Support Department.
• Assist in the management of Corporate Support programmes and projects implementation, administration and compilation of relevant documentation.
• Creation and implementation of a system that create accessible information to all users within the Corporate Support business units.
• Ensure smooth running of departmental programmes and projects.

Document Management

• Oversee the storage and maintenance of existing documents within the Corporate Support business units.
• Oversee and manage the Corporate Support business units document and management (IMIS) system.
• Monitor and update stored information and data.
• Maintain database of service providers, clients and other key stakeholders on programme and projects.
• Support the Department in quality management systems implementation and management.
• Audit personnel files and ensure that any outstanding information is retrieved and updated on employee files and IMIS system.
• Ensure effective and efficient document movement and tracking for approvals between departments.

Financial Planning and Management

• Assist the Corporate Support with the preparation and consolidation of Annual budget reviews and budgeting processes.
• Assist with monitoring departmental spending of ongoing projects against the budget.
• Assist with management of the department procurement and related requirements.
• Manage the submission of invoices to finance department and ensure invoices are paid on time.
• Ensure compliance and adherence to HDA procurement processes both internally and externally.

General Departmental Support

• Ensure that new staff onboarding documentation is filed in the appropriate personnel file.
• Provide operational and administrative support to the Corporate Support business units whenever required.
• Liaison and facilitation of relationships between the Corporate Support department and internal stakeholders including service providers.
• Assist booking meeting venues and set-up for critical meeting are in order i.e tools, documentation and projectors.
• Assist with gathering information for internal and external audits purposes.
• Assist with Reception duties as and when necessary.
• Perform ad-hoc duties whenever required by the Head: Corporate Support and business units managers.

Reporting

• Provide regular feedback to the Head: Corporate Support regarding operational responsibilities.
• Assist with compilation of monthly and quarterly reports for each unit within the Corporate Support.
• Ensure that proper record keeping (statistics) are retained and updated regularly to ensure smooth retrieval of information whenever required.

Qualifications and Experience

• Grade 12 or similar qualification.
• Post-matric qualification will be an added advantage.
• Relevant experience in office administration and coordination.
• Competent in Ms Office Package (Word, Excel, PowerPoint, Outlook)
• Ability to communicate effectively.
• Operate independently, delivering high-quality results, accuracy and attention to detail.