Executive Coordinator

Full description

Job Grade 16 Job Type Classification Permanent Location - Town / City Midrand Job Profile (Downloadable) Executive Coordinator _Job Profile September 2026 IDD Final (002).docx (002).pdf (367.81 kb) - 10/15/2026 8:45:36 AM Job Description The Executive Coordinator provides strategic, operational, financial and governance support to the Group Executive by coordinating divisional planning, monitoring key projects and programmes, supporting budget preparation, enabling financial oversight in liaison with the Finance Division, and ensuring the effective flow of executive correspondence, reports and governance submissions. The role operates as a central coordination point for the division by consolidating management inputs, tracking operational and financial performance, supporting timely executive decision-making, and ensuring that divisional plans, priorities and delivery initiatives align with the Bank’s Decadal Strategy. Key Responsibilities 1. Strategic and Operational Planning Alignment - Coordinate the development of the division’s short- and long-term plans, planning sessions and final divisional plan, ensuring clear alignment with the corporate plan, the Bank’s Decadal Strategy, its strategic priorities and intended development outcomes. - Coordinate and consolidate inputs for the preparation and alignment of the Divisional Balanced Scorecard (BSC) and provide support in drafting the final draft. - Monitor and track the division's performance against the balanced scorecard and provide reports on tracking progress, critical areas of improvement and priorities to ensure targets are achieved. - Translate relevant Decadal Strategy priorities into divisional initiatives, delivery milestones, performance indicators and resource requirements, and coordinate reporting on progress, dependencies, risks and corrective actions. - Monitor progress of strategic initiatives and recommend adjustments where necessary. - Coordinate the preparation, consolidation and monitoring of the division’s budget in consultation with the Group Executive, divisional management team and Finance Division, ensuring that financial plans align with divisional priorities, approved targets and governance requirements. - Provide coordination support to the Group Executive to manage various strategic initiatives and special projects on behalf of the Division. - Conduct research and keep abreast of topics affecting the division and prepare reports for decision-making purposes. - Analyse and interpret inputs, data and reports from the divisional management team, unit heads and project leads to prepare dashboards, summaries and executive reports that highlight progress, financial performance, risks, decisions required and areas of concern. - Compile and distribute divisional reports, presentations, operational updates and correspondence on behalf of the Group Executive, ensuring that the Group Executive is kept informed of key responses, decisions, escalations and commitments. - Implement systems, processes and procedures to improve the division's administrative efficiency, effectiveness and productivity. - Act as a point of contact with staff and various stakeholders and provide insight on initiatives, projects and divisional activities. - Coordinate the division's human resources activities, including the approval of human resource plans and ensuring that performance agreements are completed. 2. Financial Tracking and Reporting - Collaborate with the Finance Division to monitor divisional financial performance, including project-related finances, inflows, outflows, payments, budget allocations and variances against approved plans. - Track and monitor the invoice payment process, ensuring accuracy, timeliness, and compliance with financial policies. - Prepare and deliver monthly reconciliation reports against Infrastructure Development Division (IDD) targets. - Provide the Group Executive with divisional operations information, including progress on key projects and programmes, financial performance, operational risks, emerging issues and recommended actions. - Compile and present clear, concise financial updates and progress reports to the Group Executive. 3. Governance Support and Risk Management - Coordinate and provide support in the preparation, consolidation and quality assurance of the division’s submissions and reports to Exco, the Board, Board sub-committees, management committees and other governance forums. - Track resolutions and ensure timely implementation of governance decisions. - Arrange meetings to follow-up on key decisions and actions from the Board and Executive Management and ensure timely implementation and feedback is provided. - Facilitate and coordinate the development and implementation of the risk register to provide an overview to the division's management team. - Monitor the division's risk register and develop a risk matrix to evaluate and report on operational risks and risk mitigation actions implemented. - Plan and schedule the performance of periodic management assurance reviews to assess the adequacy and effectiveness of the risk mitigation measures. - Coordinate internal and external audit review processes and liaise with unit heads to consolidate feedback. - Facilitate the development, management and monitoring of the division’s delegation of authority guidelines, ethics/declaration of interest requirements, committee requirements and charters, as well as board requirements. 4. Administrative and Operational Efficiencies - Develop specific templates for the division for standardisation of reporting and administrative efficiency. - Administer the document management system to secure/ store data and provide a platform for sharing division information. - Work with the Group Executive to support the planning and execution of day-to-day work routines and key deliverables. - Management of the office with specific reference to the following: o Provide secretariat support in key meetings and interactions to ensure the recording of decisions and follow-up; o Draft, send and respond to routine correspondence on behalf of the Group Executive, where authorised, and ensure that the Group Executive is informed of material responses, commitments and escalations; and o Provide inputs, review and quality assurance of all documents and reports. - Facilitate and review procurement and tender documentation on behalf of the Group Executive, ensuring alignment with approved procurement processes, governance requirements, financial controls and divisional priorities. 5. Stakeholder Engagements - Manage the Group Executive’s correspondence and engagements with high-level internal and external stakeholders, including Ministers, CEOs, clients, partners, service providers and consultants, ensuring that correspondence is appropriately prepared, responded to, escalated and reported to the Group Executive. - Prepare presentations, relevant documents and briefing packs for engagements, including workshops, conferences, meetings and speaking engagements, ensuring that the Group Executive is appropriately briefed in consultation with subject matter experts and unit heads. - Consolidate and compile inputs from unit heads to develop a stakeholder management framework for the division, which incorporates the engagement plan and reporting requirements for internal and external stakeholders. - Oversee the management of partnership agreements with, amongst others, key stakeholders, partners, clients, service providers, and consultants. Undertake other tasks as assigned by the Group Executive, from time to time. Key Measurements of Outputs - Timely consolidation and submission of accurate divisional reports, Exco packs, Board submissions, Board subcommittee documents and other governance reports. - Accuracy, completeness and timeliness of divisional budget preparation, financial tracking, reconciliations and reporting in line with approved financial controls. - Quality and confidentiality of correspondence and documentation. - Compliance with governance, audit, and policy requirements. - Effective coordination of divisional operations, strategic initiatives, management-team inputs and progress reporting to support executive decision-making. - Demonstrated alignment of divisional plans, budgets, strategic initiatives and performance reporting with the priorities and intended outcomes of the Bank’s Decadal Strategy. - Professionalism and efficiency of the executive office environment. - Stakeholder satisfaction and responsiveness. - Quality of presentations and reports. Expertise & Technical Competencies a) Project Management - Demonstrates an understanding of the key principles of project management and carries out some aspects, such as defining objectives. - Assists project management teams in an administrative capacity. b) Data Collection and Analysis - Understands where to locate internal data/information. - Is able to collect and collate simple/readily available internal data. - Can perform routine analyses according to protocols developed by others. - Basic knowledge of statistical theories and methods. - Distinguishes information that is not pertinent to a decision or solution. c) Reporting - Prepares standard reports on relevant subjects with guidance. - Collates and conducts simple analyses of data for inclusion in a report. d) Computer Literacy - Is aware of the organisation's policies related to the use of computers and other technology. - Applies the basic functionality of common software, such as word processing systems, to complete assigned tasks. - Generally, knows how to use and maintain own office/workplace equipment. e) Written Communication - Writes clearly and concisely simple workrelated documents. - Expresses simple ideas clearly in writing. - Understands enough to independently handle most tasks in this area most of the time, but is supplied with direction for work objectives. f) Verbal Communication - Able to explain simple procedures or instructions to others in a clear way. - Uses a limited range of words to meet simple spoken needs. g) Business Acumen - Understands business fundamentals. - Analyses and comprehends organisational goals and strategies. - Understands tactical business fundamentals in the public sector environment and incorporates them into decision-making. h) Financial Acumen - Demonstrates sound financial acumen by supporting divisional budget preparation, monitoring expenditure and variances, interpreting financial reports, liaising with the Finance Division and escalating financial risks or exceptions for executive attention. - Able to use existing simple financial monitoring systems effectively to control revenues/costs of own area. - Maintains a broad understanding of DBSA budgeting processes and timescales. i) Planning and Organising - Is relied on to help others plan and organise their workload. - Uses effectively advanced time management processes to deal with high workloads and tight deadlines. - Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources. - Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning. Minimum Qualification - A Bachelor’s Degree in Finance, Accounting, Business Administration, Commerce, Project Management or a related field. Minimum Experience - A minimum of 8 years’ experience in executive coordination, divisional operations coordination, financial reporting, governance support or strategic support roles, including experience supporting C-suite executives or senior leadership. - In-depth knowledge and experience in developing board-level reports and submissions. - Strong experience in collaborating on solution design and coordinating strategic initiatives. - In-depth experience in budget coordination, financ