SUMMARY:

Role Purpose:

Strategic Context:

POSITION INFO:

Main Responsibilities and Duties:

1. Executive and Senior Team Administrative Support

• Provide day-to-day administrative support to the Gijima 2.0 Platform Team and its senior leaders.
• Manage complex calendars, meeting requests, room bookings, online meeting links, agenda timing and stakeholder availability.
• Prepare meeting packs, pre-read material, attendance lists, action logs and supporting documentation.
• Coordinate travel, logistics, venue arrangements, visitor access and workshop requirements where applicable.
• Act as the first point of administrative coordination for internal and external stakeholders engaging the Gijima 2.0 team.

2. Programme Office Coordination

• Maintain the Gijima 2.0 administrative rhythm across meetings, deliverables, decisions, actions and follow-ups.
• Support programme and workstream leads in tracking tasks, deadlines, dependencies, risks, issues and deliverables.
• Maintain consolidated trackers, including action logs, decision logs, deliverable registers, milestone calendars, workshop plans and document submission trackers.
• Follow up proactively with team members on outstanding actions and escalate delays or blockers in a professional manner.
• Assist with the preparation of weekly status updates, team dashboards and monthly leadership reporting inputs.

3. Meeting Governance and Decision Support

• Coordinate recurring Gijima 2.0 team meetings, platform team meetings, workstream meetings and ad hoc executive sessions.
• Draft clear agendas that reflect required decisions, discussion topics, dependencies, preparation requirements and expected outputs.
• Capture accurate minutes, decisions, actions, owners, due dates and follow-up items.
• Maintain a formal decision register and action tracker to support accountability and auditability.
• Ensure meeting outputs are distributed timeously and stored in the correct repository.

4. Document, Records and Knowledge Management

• Maintain a controlled document repository for Gijima 2.0 artefacts, including role profiles, plans, workstream documents, meeting packs, decisions and approved deliverables.
• Apply version control, naming conventions, filing structures, access controls and document status indicators.
• Support formatting, proofreading and quality checking of presentations, Word documents, spreadsheets and executive submissions.
• Maintain an index of approved artefacts and ensure the team can quickly locate current versions.
• Protect confidential documents and ensure sensitive material is shared only with authorised stakeholders.

5. Financial, Procurement and Commercial Administration Support

• Assist with purchase requests, procurement documentation, invoice tracking, supplier onboarding administration and budget support processes.
• Maintain simple expenditure, invoice, purchase order and supplier trackers for the Gijima 2.0 team.
• Support the reconciliation of administrative costs against programme budgets where requested.
• Coordinate with finance and procurement teams to resolve administrative queries and outstanding documentation.
• Ensure supplier meetings, commercial documentation and related records are properly stored and tracked.

6. Resource, HR and Onboarding Administration

• Support the onboarding of new Gijima 2.0 team members, contractors, partners and workstream resources.
• Maintain onboarding checklists covering access requests, equipment, system access, induction sessions, contact lists and document access.
• Coordinate interview logistics, candidate packs and panel availability for Gijima 2.0-related recruitment activities.
• Assist with maintaining team contact lists, role allocation registers, reporting lines and capacity trackers.
• Support HR with administrative inputs required for recruitment, contracts, resource transitions or role documentation.

7. Stakeholder and Partner Coordination

• Coordinate meetings and communications with internal departments, external suppliers, ecosystem partners and governance forums.
• Track stakeholder commitments, requested information, meeting outcomes and follow-up obligations.
• Ensure professional, accurate and timely communication on behalf of the team where delegated.
• Support preparation for partner engagements, supplier meetings, customer sessions and executive briefings.
• Maintain a stakeholder register where required.

8. Workshop, Event and Demonstration Support

• Plan and coordinate workshops, mobilisation sessions, sprint planning sessions, design reviews, demonstration events and team alignment sessions.
• Manage agendas, logistics, room setup, catering requests, attendance, participant packs, outputs and post-session action tracking.
• Prepare workshop packs and ensure artefacts are captured, stored and distributed after the event.
• Support readiness activities for platform demonstrations and executive showcase sessions.
• Coordinate post-event feedback and action closure.

9. Compliance, Confidentiality and Administrative Control

• Handle all information with a high degree of confidentiality, professionalism and discretion.
• Follow Gijima policies for records management, information security, procurement, HR administration and corporate governance.
• Ensure that document access, meeting attendance and information sharing are controlled appropriately.
• Support audit-readiness by maintaining records of decisions, approvals, actions and relevant evidence where required.
• Identify administrative risks such as missing approvals, outdated documents, unclear ownership or unresolved actions.

10. Continuous Improvement and Team Enablement

• Improve administrative templates, trackers, meeting packs, filing structures and coordination routines.
• Identify practical ways to reduce administrative burden on senior team members.
• Promote consistency, discipline and responsiveness across the Gijima 2.0 team operating rhythm.
• Contribute to a professional, delivery-focused and well-organised team culture.
• Support the team in maintaining momentum, clarity and accountability during periods of high workload.

Key Deliverables:
Weekly platform team agenda pack

• Prepared and distributed before scheduled team meetings, including agenda, pre-reads and required decision points.

• Current, owner-based log of actions, due dates, decisions, escalations and closure status.

• Accurate minutes issued within agreed turnaround times after key meetings.

• Controlled index of approved artefacts, working drafts, owners, status and latest versions.

• Maintained list of internal and external stakeholders, roles, contact details and engagement context.

• Current tracker for purchase requests, supplier onboarding, invoices, approvals and payment status.

• Checklist and status view for new team members, contractors and partners.

• Complete logistics, materials, attendance and output packs for workshops and demonstrations.

• Concise summary of administrative activity, open actions, risks, blockers and support requirements.

Decision Rights and Authority Boundaries

• Schedule meetings, prepare agendas, maintain trackers, follow up on actions, coordinate logistics, maintain document repositories, prepare administrative summaries and escalate overdue items.

• Meeting cadence improvements, escalation of administrative risks and resource coordination improvements.

• Budget commitments, supplier selection, contractual decisions, HR decisions, policy decisions, executive communications on sensitive matters and changes to approved programme commitments.

• Confidential programme material, commercial information, personal information, HR records, executive correspondence and security-sensitive platform documentation.

Required Qualifications and Experience:
Minimum Requirements

• National Diploma or Degree in Business Administration, Office Administration, Management, Commerce, Project Administration, Public Administration or a related discipline. Equivalent senior experience may be considered by HR.
• At least 8 to 10 years of business administration, executive administration, programme administration or senior team coordination experience.
• At least 3 years supporting senior managers, executives, programme teams or transformation teams in a complex corporate environment.
• Strong proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint and OneDrive.
• Demonstrated experience maintaining action logs, minutes, calendars, document repositories, trackers and meeting packs.
• Excellent written and verbal communication skills in English.
• Proven ability to manage confidential information with discretion and maturity.

Preferred Requirements

• Experience supporting technology, digital transformation, platform, shared services, cloud, cybersecurity, governance, compliance or programme delivery teams.
• Exposure to project management practices, PMO administration, Agile ceremonies, sprint planning or workstream coordination.
• Experience in procurement administration, invoice tracking, supplier coordination or budget support.
• Experience using collaboration or delivery tools such as Microsoft Planner, Project, Jira, Azure DevOps, Confluence, ServiceNow or similar tools.
• Experience preparing executive-level packs, board packs, workshop materials or governance forum documentation.
• Basic understanding of information security, confidentiality, POPIA-aware handling of personal information and corporate governance practices.

Technical and Administrative Skills

• Advanced ability to manage senior diaries, competing priorities, recurring forums and urgent meetings.

• Ability to capture decisions, actions, owners, due dates and dependencies accurately and objectively.

• Strong ability to apply naming conventions, version control, repository discipline and document quality checks.

• Advanced Word, PowerPoint and Outlook; strong Excel for trackers, tables, filters and basic reporting.

• Working understanding of milestones, deliverables, risks, issues, dependencies, status reporting and escalation.

• Ability to track purchase requests, invoices, budget support information and supplier administration.

• Professional writing, editing, summarising and stakeholder communication.

• High trustworthiness in handling executive, HR, commercial and programme-sensitive information.

• Ability to create order, structure and follow-through in a complex, fast-moving environment.

Behavioural Competencies

• Operates with composure, sound judgement and discretion when dealing with senior leaders and confidential topics.

• Anticipates needs, follows up without being asked and closes administrative gaps before they become delivery blockers.

• Produces accurate documents, minutes, schedules, trackers and communications with minimal rework.

• Maintains quality and responsiveness during high workload, urgent deadlines and shifting priorities.

• Understands organisational dynamics and communicates appropriately across levels and functions.

• Maintains a strong focus on actions, owners, due dates, evidence and follow-through.

• Demonstrates integrity and protects sensitive information at all times.

• Provides reliable support that enables the team to focus on strategic and delivery work.

• Identifies administrative constraints and proposes practical solutions.

Key Performance Indicators

• Meeting packs, agendas and logistics are prepared and distributed on time for agreed forums.

• Action tracker is current, overdue actions are followed up and escalated, and closure status is visible.

• Repository index is current, latest versions are identifiable and documents are filed consistently.

• Minutes accurately capture decisions, actions, owners, dates and follow-up items.

• Internal and external queries are routed, tracked and responded to professionally within agreed timeframes.

• Missing approvals, unresolved actions, unclear ownership and documentation gaps are identified early.

• Senior leaders experience visible time relief and reliable coordination support.

• Sensitive information is handled appropriately with no avoidable breaches of confidentiality or process.

• Templates, trackers, filing structures and routines are improved over time.

First 90-Day Success Expectations:

• Understand the Gijima 2.0 team structure, workstreams, stakeholders, meeting cadence, document repositories, active deliverables and immediate administrative pain points. Establish priority trackers and stabilise diary and meeting support.

• Implement or refine the action tracker, decision log, document index, stakeholder register, onboarding checklist and procurement/invoice tracker. Improve meeting pack quality and follow-up discipline.

• Operate a reliable weekly administrative rhythm, provide monthly administration reporting, reduce overdue administrative items and demonstrate visible relief to senior leaders and workstream leads.

Working Relationships

• Executive administration, agenda coordination, document preparation, confidential support and follow-up.

• Daily priorities, delivery tracking, escalation, meeting cadence and programme administration.

• Action tracking, meeting coordination, deliverable follow-up, document control and workshop support.

• Role profiles, interview logistics, onboarding support, resource tracking and personnel administration.

• Purchase requests, invoices, supplier records, budget support and process follow-up.

• Meeting coordination, administrative follow-up, documentation requests and engagement logistics.

• Meeting packs, minutes, decisions, actions, evidence and repository control.