Team Administrator (ICT & Project Development)

Development Bank of Southern Africa (DBSA); Midrand; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Development Bank of Southern Africa (DBSA) is seeking a Team Administrator (ICT & Project Development) to provide comprehensive administrative support, consolidate reports, and maintain records for the unit. The role involves general administration, reporting, and database maintenance to support project development activities.

The position requires strong organizational skills, experience in secretariat duties, and the ability to coordinate travel, meetings, and procurement processes.

Qualifications

• Administrative experience is required.
• Ability to manage reports and records in a structured manner.
• Experience with procurement, invoicing, and basic financial processes is a plus.

Responsibilities

• Provide end-to-end administrative support to the unit, including managing day-to-day activities and diaries.
• Prepare, edit, and format reports, presentations, and confidential correspondence.
• Coordinate meetings, take minutes, and track actions to ensure timely follow-up.
• Arrange local and international travel and process related claims and invoices.
• Support budget monitoring, tracker updates, and documentation for project submissions.
• Assist with secretariat duties for internal committees and governance prescripts.

Job description

Team Administrator (ICT & Project Development)

Details

Closing Date 2026/09/11

Reference Number DBS260826-5

Job Title Team Administrator (ICT & Project Development)

Provide end-to-end administrative support, consolidate reports and maintain the records management system for the unit. The role will be not limited to general administration, reporting and database administration only.

Key Responsibilities

1. General Administration

Provide administrative support to the units:

• 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 preparing 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.

2. 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.