The Stanbic Foundation Project Co-ordinator will be responsible for all administrative aspects of the Foundation. They will be responsible for the day to day effective running and co-ordination of the space, allocation of meeting rooms to entrepreneurs working with the Foundation, organise the events that will be held at Foundation, co-ordinate with partners and Foundation team members any action points arising from meetings, events, forums as well as ensure that standards and good service is delivered to those who utilise the services of the inhouse outsourced cafeteria. They will also be responsible for effectively responding to all queries directed to the Foundation physically, via letters or digitally.They will work hand in hand with the Stanbic Bank Marketing and Communications Department to ensure that the information on the Foundation website and portal is up to date, any collateral and communication material is up to date and copies made available physically and digitally in the relevant spaces within the Foundation and the bank premises.
Together with the Head of Foundation, they will also manage the day to day running of any Marketing and Communications campaigns and programs that the Foundation will be running.
They will also assist with managing and putting together a set of administrative service packs that allows foundation projects to be managed effectively including meeting packs, meeting minutes and agenda’s and checklists. Also support the relevant and timely foundation projects and activities through effective processes, including budget administration as well as coordinate workflow and schedules across associates and services providers.
They will also be required to be good at record keeping, reporting, follow up and with a keen eye to attention to detail as well as good implementing skills. They will need to ensure that all policies and guidelines that relate to the Foundation are up to date, actioned and lived through all actions undertaken by the Foundation.
Preferred Qualification and ExperienceFirst Degree in Business or equivalent
Administration Management and experience will be an added advantage
3-4 Years in similar role
Knowledge/Technical Skills/Expertise
Project Planning experience
Exposure to administration in project management area will be advantageous.
Experience in meeting management (agenda’s, minutes), meeting logistics (venue, equipment) and reporting
Responsibilities
Support the effective governance of Foundation projects by maintaining project documentation• Ensure that Foundation project scoping documents, business cases, schedules, business requirements and other artefacts are in the correct formats and stored. Manage the version control of these documents.
• Develop and maintain project stakeholder lists including contact details and email distribution lists.
• Develop and maintain the foundation project organisation structure including short descriptions of the roles and responsibilities of different contributors in the projects.
• Obtain project budgets and ensure that they are updated with actuals and stored and reported where needed.
Compile and distribute project reports
• Compile Foundation project progress reports on a weekly, monthly and quarterly basis, based on the guidance and formats provided by project and programme managers. Distribute the progress reports to stakeholders identified by project managers.
• Review financial entries on project budgets on a monthly basis to ensure that cost items have been correctly allocated to the project cost centres. Highlight discrepancies or concerns to the project and programme managers to resolve.
• Support project and programme managers, when required, with the preparation of the presentations and supporting information for the steering committee meetings.
• Provide monthly Foundation reports and co-ordinate the preparations and all documents presented to board
• Work with Governance office to ensure readiness of the Foundation team to all boards and statutory meetings and reports
Provide administrative support to Head of the Foundation and Project managers
• Schedule meeting venues, teleconferencing dial in details, video conference venues and supporting equipment for Head of Foundation and Project meetings proactively and on request.
• Prepare meeting minutes, arrange approval by the meeting chair and distribute to meeting participants, for formal project meetings (such as steering committees or budget reviews). If capacity allows, support Foundation project managers with meeting minutes for other project meetings.
• Keep track of meeting actions from meetings to ensure deadlines are met.
• Support the on boarding of contract staff or consultants on projects by arranging their building access, systems access and equipment allocation.
• Support the off boarding of project contractors or consultants by arranging the collection of their building access cards, removal of the system access and retrieval of all bank equipment (such as laptops and security ID tokens) on their last day of work.
• Liaise with the banks approved travel agents to obtain quotes, for projects requiring travel arrangements. Obtain approval from Head of Foundation or cost centre mandate holders, confirm bookings and ensure that travellers have met pre-trip requirements for visas and inoculations.
• Manage diaries for Head of Foundation and Project managers.
• Manage department budget administration for Head of Foundation and Project managers.
• Assist with the collation of reports for the monthly board packs.
• Support the departmental team with IT, HC, resource and administrative queries and liaise between the team and the relevant departments.
• Provide support on the budget and financial management of the unit, including organising for team travel and eventing requirements and supplier invoices in a timely manner, obtaining authorisation and liaising with the finance department.
Ensure efficient and effective stakeholder engagement for Foundation
• Maintain good working relationships with all stakeholders (business and professional organisations).
• Co-ordinate and manage key stakeholders, events and projects.
• Prioritise and plan the workload of the unit to ensure a smooth workflow and that deadlines are met.
• Maintain a close and productive working relationship with relevant managers, specialists, donors and partners of the foundation.
• Engage all stakeholders in a professional and diplomatic manner at all times.
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 3 years
Required languages:
English (Spoken: fluent | Written: fluent)
