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Job Description

African Infrastructure Investment Managers (Pty) Ltd was established in 2000 and has established itself as a leading niche private equity fund manager, specialising in infrastructure equity investments in the African market. AIIM actively manages investments in North, East, West and Southern Africa and has assets under management of USD 2.9 billion with a track record extending across eight African infrastructure funds.

Role Overview

AIIM is seeking a Senior Administration Specialist to support the Operations team with operations and facilities management, events, and administrative support to two functional areas within AIIM.

Responsibilities

This role provides immediate response to complex administrative requirements in accordance with SLA parameters, in a processing environment. The incumbent is individually accountable for achieving results through their own efforts.

The successful candidate will be responsible for but not limited to:

Processing of Ops/Finance/Investment team staff claims, DocuSign’s, vendor invoices, etcProcessing of Shared Services staff claims, vendor invoices, etcFiling and organizing records, invoices, and other important documentationParticipate actively in planning and execution of company events and team functionsAssist with Office maintenance and installationsAssist and liaise with vendors and service providersTravel booking for Operations, Finance & Investment Team (ATAF)Diary management for Operations, Finance & Investment Team (ATAF)Administration for Operations, Finance & Investment Team (ATAF)DocuSign processing for Finance departmentsManagement of Access control systemAssist with administration of the Subscriptions database/renewals/ applications for the companyVendor onboardingAssist with Staff onboardingAsset management (administration/audits/updates)Insurance administration (Renewals, claims, processing)Health & Safety compliance

Skills, Qualifications and Experience required:

Matric, with relevant tertiary qualification/courses3 to 5 years relevant experience, preferably in Financial ServicesAdvanced MS office skillsKnowledge of DocuSign, Expense point and Travel IT (not essential but highly preferred)Able to work comfortably in an open, fast paced environmentLeaning agility essential especially with new systems or ideasFully multi-skilled across systems and processesOffice management experience

Personality Attributes and Competencies:

Excellent written and verbal communication skillsTime-management skillsAbility to build rapport and engage at an executive levelExcellent intellectual & conceptual abilitiesFlexible & dynamic – self-motivated, can work independently, results driven, ability to deal with changeHigh energy level, strong sense of teamwork and a 'can do ' attitudeStrong execution – ability to close off effectively on tasks and projectsAbility to pay attention to detailFollow-through - the motivation to ensure the highest standards of quality and productivity are consistently maintained (must pay attention to detail and ensure accuracyOrganization skillsAbility to multitaskInterpersonal skillsForward thinking and innovative

Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

ResponsibilitiesAdministration

Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.

Correspondence

Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.

Data Collection and Analysis

Collate and analyze data using preset tools, methods, and formats. Involves working independently.

Insights and Reporting

Contribute to the preparation of various data and analytics reports.

Document Preparation

Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.

Business Meetings/Events Arrangement

Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.

Work Scheduling and Allocation

Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.

Operational Compliance

Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.

Procurement

Achieve specific procurement goals or provide support to others while following established procurement systems and protocols.

Budgeting

Track budgets and report variances to more senior colleagues.

Personal Capability Building

Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Skills

Accountability, Accounting, Action Planning, Budget Management, Calendar Coordination, Computer Literacy, Data Analysis, Database Reporting, Data Compilation, Data Interpretations, Digital Literacy, Executing Plans, Management Reporting, Numerical Aptitude, Office Administration, Oral Communications, Planning Ability, Report Review, Time Management

Competencies

Decision QualityDirects WorkEnsures AccountabilityManages ComplexityOptimizes Work ProcessesPlans and AlignsTech Savvy

Education

Matriculation Certificate (Matric)

Closing Date

25 March 2025 , 23:59

The appointment will be made from the designated group in line with the Employment Equity Plan of Old Mutual South Africa and the specific business unit in question.

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