Job purpose: The Operations Associate role is responsible for providing operational support to the Operations team in the Solutions BU to enable efficient delivery of programmes and overall functioning of the BU. This role is responsible for ensuring that all relevant Solutions BU information is safely stored, accessible and updated. Core Activities: Operations Support: Coordinate the stakeholder relations, reporting and communications for the team. Provide operational support to the Operations Function. Provide administrative support to the Operations function. Ensure timeous provision of all required data for internal reporting purposes. Communicate with clients and SME's regarding the details of the programmes and establish their expectations in line with the programme and their needs. Keep project managers, programme managers, service providers and SME's up to date from an administration function perspective to enable better understanding and knowledge. Manage information flows from and to SMEs throughout the entire programme including but not limited to: Programme applications, and collection of all accompanying documentation. Pre-Screening information management. Support the upfront/ preliminary screening processes of all applications. Provide/ recommend solutions to all administrative challenges that arise in the process. Edit and proof-read mentor reports to ensure sufficiency and accuracy.Administer SME satisfaction surveys to establish satisfaction levels and identify areas of improvement. Assist with co-ordination of diaries to ensure smooth operations. Provide administrative duties as and when required to enable efficiency and effectiveness.Filing and Knowledge/ Information Management: Ensure all necessary documents are saved correctly and updated as and when required. Conduct monthly filing audit and ensure clean-up of folders/ updating of files. File/ update all contracts.Regularly maintain all files and databases; ensuring accuracy.Operations Finance Administration Support: Coordinate the financial administration processes and rhythms for the team. Provide Operations support to annual budgeting, auditing, tax and reporting processes. Update and reconcile monthly cash flow statements. Conduct monthly invoicing and payments process. Load monthly payments on bank and present for authorisation. Facilitate FICA requirements on bank accounts. Conduct verifications for payments. Ensure all documents are timeously collected for the payment processes. Ensure processing and recording of all invoicing. Track all relevant invoices. Update payment schedules for the programmes. Draft and review supplier contracts. Conduct supplier service performance reviews. Manage supplier payments. Administer all legal and regulatory compliance for the Operations function as required. Support compliance reporting and communications. Coordinate signing and storage of legal agreements and other documents. Inform the business of the impact of new regulations.Communicate with SME's regarding the details of the programmes and establish their expectations in line with the programme and their needs.Communication and Coordination: Communicates with SME's regarding the details of the programmes, locations, venues, meeting links etc. Coordinates and manages communication for the Solutions BU events. Supports ad-hoc projects and initiatives for the Solutions team. Coordinates professional stakeholder communications (written and verbal). Drafts and issue periodic communications and reports. Co-ordinate's stakeholder meetings and conferences. Logistics and Events: Facilitate all travel arrangements and logistics for any programme Tracks invoices and travel spent Provides the required logistical support to enable events (invites, catering, logistics, agenda etc). Provides support during marketing events. Provides collateral material such as videos, photos and impact stories from bootcamps and client events Coordinates and provide assistance with the team building events. Qualifications: Diploma in Operations Management, Business Administration or any other related qualification.Experience: 3-5 years in Business Administration or Project Co-ordinating/ Management role.
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