Functional Specialist Administrator: Innovation & ERMSFI

Structural Information

Job number:                     10031636

Job title:                             Functional Specialist Administrator: Innovation & ERMSFI

Job grade:                          S5

Group/ BU:                       Corporate

Division:                             GCEO

Span of control:               0

Reports to:                        Top Management

Core Description

Responsible for provisioning of high-level Group Executive support and office management/ logistics, including documentation management and report compilation, events management, project management, travel management, interface management & diary management. Accountable for ensuring and managing confidentiality in terms of highly confidential information. Must provide extensive support to in managing the compilation and distribution of information and/or presentations to relevant stakeholders such as Exco, Board, Sub Committees and other governance structures. Responsible to give inputs and track submissions, reports and matters arising from support to the relevant Group Executive's such as budgets, productivity targets, performance assessments, leave of direct reports, etc.

Job Responsibilities

Workshop/ Meeting Administration

• Manage administration around workshops with Exco, Board, Sub Committees and other Governance structures.
• Manage ERMSFI and/ or Innovation Workshops with external parties and vendors (Huawei, ZTE, COMRIC ESCI, etc).
• Liaise with relevant parties/ PAs to ensure scheduling of priority meetings, alignment of plans & that the right attendees are present. 
• Track and monitor the meeting/workshop acceptances and declines obtained from the parties that have been invited to meetings/ workshops and independently resolve issues that arise.
• Manage logistics: ensure appropriate venues and facilities, proper distribution of submission & packs to relevant stakeholders.
• Ensure necessary indemnities have been received, brand use etc are complied with internal guidelines.

Financial Administration

• Assist with budgeting processes and consolidation Group ERMSFI and Innovation Office budget.
• Creation of PO's and payment of invoices.
• Keep record of invoices processed.
• Monthly monitoring of expenses against the approved budget.

ERMSFI & Innovation Office team administration

• Monitor and report on performance of the team on the execution of projects and the approved annual plan.
• Monitor and ensure that all compliances are completed as required (EUDs, Leave, Ethics etc).
• Keep up-to date register of all leave taken by direct reports.
• Ensure up-to date ERMSFI organogram and staff details.
• Assist with on boarding of staff - organising access, computers etc.
• Provide support during team meetings.

Administration and customer service

• Support and provide relevant information to internal stakeholders.
• Prepare, compile and validate documentation such as presentations, operational documentation, submissions, statistics, graphs, proposals, organograms, letters, memo's and agendas.
• Screen incoming calls and correspondence and responds independently when possible.
• Process queries received via all channels, prioritise and resolve.
• Manage all stakeholder/customer complaints received and ensure that they are resolved.
• Manage and monitor performance of services providers, vendors/ suppliers, partners and implement corrective actions in co-ordination with relevant role-players.
• In cases of travel, ensure travel bookings for domestic, regional and international trips that the group executive has to undertake while adhering to the group travel policies.

Functional Area Responsibilities (ERMSFI)

• Manage central data repository of Enterprise Risk Management, Security Foreniscs and Insurance Office.
• Group Strategy documents.
• Group Strategy submissions & presentations.
• Group Strategy memos.
• Key Governance structures reports.

Manage Group approvals & maintain register

• Submissions received from BUs.
• Input & recommendations are obtained from team.
• Memos are timeously submitted for approval.
• Follow-up on status of approval process.
• Record of Approved memos.

Manage ERMSFI Exco, COMRIC, ESCI meetings

• Submissions received from BUs.
• Input & recommendations are obtained from team.
• Track and follow up on action items from the meetings.
• Follow up on status of approvals process Record of outcomes.

Core Competencies

FUNCTIONAL KNOWLEDGE
Business Administration; Budgeting & Financial Admin; Communication; Telkom Procedures & Policies; Project Management; Computer Software

FUNCTIONAL SKILLS 
Planning & Time management; Communication; Relationships & conflict management; Organizing Techniques; Problem Solving & Analyzing; Presentation techniques; Business and report writing; computer literacy

ATTITUDES/ LEADERSHIP COMPETENCIES
Business Orientated; Decisive, Attention to detail; Responsible; Trustworthy; Proactive; Ability to apply judgement; Conscientious; Accurate; Assertive; Able to maintain high levels of confidentiality and integrity; Proactive; Team player; Customer focused; Self-motivated; Innovative

Certifications

Education

Experience

Additional Information

Job Responsibilities (continued):

Manage Data repository of Group Innovation 

• External partnership agreements with research partners.
• Strategy documents and reports related to the Future Makers (Preferential Procurement, Enterprise and Supplier development team).
• Innovation strategy and process documents.
• Business Units innovation related service learning agreements (SLA’s).

Qualifications:

• Diploma/ business related certificate (at least NQF level 6) and
• 5 Years relevant experience, of which 3 years must be in a high-level support environment

OR

• Grade 12 (NQF level 4) and
• 7 Years relevant experience, of which 5 years must be in an Exco level support environment

Special Requirements:

• High levels of confidentiality: maintain customer confidence and protect operations by keeping information confidential.
• Maintain calm poise in stressful situations.
• Demonstrate consistently strong performance.
• Seek to understand Telkom strategy, market, technology, customers enterprise risk landscape and stakeholders.
• A self-starter, capable of acting on own initiative and proactively managing competing demands and pressures and able to multi-task effectively. 

Special Requirements

Physical Requirements

Key Stakeholders