Team Administrator

 
Closing Date
2026/03/10
Reference Number
DBS260220-1
Job Title
Team Administrator
Job Grade
00
Job Type Classification
Permanent
Location – Town / City
Midrand
Location – Province
Gauteng
Location – Country
South Africa
Job Profile (Downloadable)
Team Administrator (Generic)_Job Profile – Project Preparation.pdf (292.51 kb) – 2/20/2026 2:42:59 PM
Job Description
Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit. Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit.
Key Responsibilities
General Administration

Provide administrative support to the unit:
Manage day-to-day administrative activities
Manage diaries and arrange meetings
Organise refreshments when required for meetings
Make logistics arrangements for internal and external engagements
Take minutes, distribute for inputs and follow up on actions required
Perform administrative duties including typing and editing of reports, confidential correspondence and general documentation, filling, faxing, photocopying, and administrative work.
Perform secretariat functions for the internal committees that are part of the unit structures, ensuring compliance with governance prescripts.
Draft, format, and proofread correspondence, reports, presentations, and other documents.
Coordinate and assist in the preparation of cluster/unit submissions to the board, business review, management committees, and ad-hoc resolutions from division-specific committees (secretariat).
Administer the local and international travelling arrangements and the processing of claims for the units.
Attend to general queries made to the Head and team members, answer and screen incoming calls.
Support ongoing team projects by updating trackers, following up on deadlines, and organising documentation.
Administer procurement processes and facilitate the submission and processing of invoices and claims.
Coordinate, collate and assist in the preparation of reports and presentations for unit submissions.
Coordinate internal audit and monitoring activities, including periodic review of the division and units.
Manage office supplies, stationery, and equipment, ensuring stock availability.
Collaborate with the events unit to coordinate plans for external stakeholders’ events.
Assist with processing invoices, purchase orders, travel requests, and claims.
Reporting and Database Administration

Assist in the coordination/preparation and alignment of unit/s balanced scorecard (BSC), and track and monitor plans to provide reports to the team.
Coordinate the preparation of the divisional/unit budgets and monitor the spending together with the budget owner.
Undertake project management tasks and provide project administration support on allocated projects.
Prepare and present reports concerning activities, expenses, budgets and other items affecting the division/unit.
Develop and maintain an advanced record-keeping (manual/electronic) and filing system to ensure an updated central repository and database for unit documents.
Coordinate service providers’ database administration to ensure a central repository of information on service providers.
Maintain updated contact lists, distribution lists, and team databases
Undertake other administrative duties as assigned, from time to time.
Key measurements of outputs:

Timeous and efficient team administration support.
Quality of presentations and reports.
Management of budget, including operational expenses.
Documents generated accurately.
Minimal errors with regard to administration.
Effective record-keeping management and retrieval systems.
Expertise & Technical Competencies
Qualifications

Minimum Requirements

Bachelor’s Degree in Office Administration, Project Management or Business Administration.
Desirable Requirements