Senior Business Administrator

Recruiter

Gijima Holdings

Job Ref

HR000259/HR

Date posted

Wednesday, June 10, 2026

Location

Midrand, South Africa

SUMMARY

The Senior Business Administrator provides high-quality, day-to-day administrative, coordination and operational support to the Gijima 2.0 Platform Team. The role ensures that the team can operate with discipline, rhythm, control and professional responsiveness while building and industrializing the Gijima 2.0 platform capabilities, shared services, Trust Shared Services and related delivery workstreams.

The role is not a routine administrative position. It requires a mature, highly organised and trusted professional who can operate close to senior leadership, manage confidential information, coordinate complex calendars and meetings, maintain action discipline, control documentation, support governance forums, track deliverables, follow up across workstreams and ensure that the team remains operationally effective every day.

Gijima 2.0 is a strategic platform transformation programme aimed at building reusable digital capabilities, platform shared services, industry solutions, ecosystem participation and governed value exchange across producers and consumers. The team requires a senior administrator who can help stabilise the operating cadence, support delivery governance, maintain documentation discipline and assist leaders with the practical execution mechanics required to move from strategy to build, demonstration, onboarding and scale.

The successful candidate must be comfortable supporting a senior, fast-moving, delivery-focused team where priorities shift, confidential matters are frequent, executive artefacts are produced regularly and discipline around decisions, actions, evidence and documentation is essential.

POSITION INFO

Main Responsibilities and Duties: 1. Executive and Senior Team Administrative Support Provide day-to-day administrative support to the Gijima 2.0 Platform Team and its senior leaders. Manage complex calendars, meeting requests, room bookings, online meeting links, agenda timing and stakeholder availability. Prepare meeting packs, pre-read material, attendance lists, action logs and supporting documentation. Coordinate travel, logistics, venue arrangements, visitor access and workshop requirements where applicable. Act as the first point of administrative coordination for internal and external stakeholders engaging the Gijima 2.0 team. 2. Programme Office Coordination Maintain the Gijima 2.0 administrative rhythm across meetings, deliverables, decisions, actions and follow-ups. Support programme and workstream leads in tracking tasks, deadlines, dependencies, risks, issues and deliverables. Maintain consolidated trackers, including action logs, decision logs, deliverable registers, milestone calendars, workshop plans and document submission trackers. Follow up proactively with team members on outstanding actions and escalate delays or blockers in a professional manner. Assist with the preparation of weekly status updates, team dashboards and monthly leadership reporting inputs. 3. Meeting Governance and Decision Support Coordinate recurring Gijima 2.0 team meetings, platform team meetings, workstream meetings and ad hoc executive sessions. Draft clear agendas that reflect required decisions, discussion topics, dependencies, preparation requirements and expected outputs. Capture accurate minutes, decisions, actions, owners, due dates and follow-up items. Maintain a formal decision register and action tracker to support accountability and auditability. Ensure meeting outputs are distributed timeously and stored in the correct repository. 4. Document, Records and Knowledge Management Maintain a controlled document repository for Gijima 2.0 artefacts, including role profiles, plans, workstream documents, meeting packs, decisions and approved deliverables. Apply version control, naming conventions, filing structures, access controls and document status indicators. Support formatting, proofreading and quality checking of presentations, Word documents, spreadsheets and executive submissions. Maintain an index of approved artefacts and ensure the team can quickly locate current versions. Protect confidential documents and ensure sensitive material is shared only with authorised stakeholders. 5. Financial, Procurement and Commercial Administration Support Assist with purchase requests, procurement documentation, invoice tracking, supplier onboarding administration and budget support processes. Maintain simple expenditure, invoice, purchase order and supplier trackers for the Gijima 2.0 team. Support the reconciliation of administrative costs against programme budgets where requested. Coordinate with finance and procurement teams to resolve administrative queries and outstanding documentation. Ensure supplier meetings, commercial documentation and related records are properly stored and tracked. 6. Resource, HR and Onboarding Administration Support the onboarding of new Gijima 2.0 team members, contractors, partners and workstream resources. Maintain onboarding checklists covering access requests, equipment, system access, induction sessions, contact lists and document access. Coordinate interview logistics, candidate packs and panel availability for Gijima 2.0-related recruitment activities. Assist with maintaining team contact lists, role allocation registers, reporting lines and capacity trackers. Support HR with administrative inputs required for recruitment, contracts, resource transitions or role documentation. 7. Stakeholder and Partner Coordination Coordinate meetings and communications with internal departments, external suppliers, ecosystem partners and governance forums. Track stakeholder commitments, requested information, meeting outcomes and follow-up obligations. Ensure professional, accurate and timely communication on behalf of the team where delegated. Support preparation for partner engagements, supplier meetings, customer sessions and executive briefings. Maintain a stakeholder register where required. 8. Workshop, Event and Demonstration Support Plan and coordinate workshops, mobilisation sessions, sprint planning sessions, design reviews, demonstration events and team alignment sessions. Manage agendas, logistics, room setup, catering requests, attendance, participant packs, outputs and post-session action tracking. Prepare workshop packs and ensure artefacts are captured, stored and distributed after the event. Support readiness activities for platform demonstrations and executive showcase sessions. Coordinate post-event feedback and action closure. 9. Compliance, Confidentiality and Administrative Control Handle all information with a high degree of confidentiality, professionalism and discretion. Follow Gijima policies for records management, information security, procurement, HR administration and corporate governance. Ensure that document access, meeting attendance and information sharing are controlled appropriately. Support audit-readiness by maintaining records of decisions, approvals, actions and relevant evidence where required. Identify administrative risks such as missing approvals, outdated documents, unclear ownership or unresolved actions. 10. Continuous Improvement and Team Enablement Improve administrative templates, trackers, meeting packs, filing structures and coordination routines. Identify practical ways to reduce administrative burden on senior team members. Promote consistency, discipline and responsiveness across the Gijima 2.0 team operating rhythm. Contribute to a professional, delivery-focused and well-organised team culture. Support the team in maintaining momentum, clarity and accountability during periods of high workload. Key Deliverables: Weekly platform team agenda pack Prepared and distributed before scheduled team meetings, including agenda, pre-reads and required decision points. Action and decision tracker Current, owner-based log of actions, due dates, decisions, escalations and closure status. Meeting minutes and outcomes Accurate minutes issued within agreed turnaround times after key meetings. Document repository index Controlled index of approved artefacts, working drafts, owners, status and latest versions. Stakeholder and contact register Maintained list of internal and external stakeholders, roles, contact details and engagement context. Procurement and invoice tracker Current tracker for purchase requests, supplier onboarding, invoices, approvals and payment status. Onboarding checklist and resource tracker Checklist and status view for new team members, contractors and partners. Workshop and event packs Complete logistics, materials, attendance and output packs for workshops and demonstrations. Monthly administration report Concise summary of administrative activity, open actions, risks, blockers and support requirements. Decision Rights and Authority Boundaries Can do independently Schedule meetings, prepare agendas, maintain trackers, follow up on actions, coordinate logistics, maintain document repositories, prepare administrative summaries and escalate overdue items. Can recommend Meeting cadence improvements, escalation of administrative risks and resource coordination improvements. Must refer for approval Budget commitments, supplier selection, contractual decisions, HR decisions, policy decisions, executive communications on sensitive matters and changes to approved programme commitments. Must protect Confidential programme material, commercial information, personal information, HR records, executive correspondence and security-sensitive platform documentation. Required Qualifications and Experience: Minimum Requirements National Diploma or Degree in Business Administration, Office Administration, Management, Commerce, Project Administration, Public Administration or a related discipline. Equivalent senior experience may be considered by HR. At least 8 to 10 years of business administration, executive administration, programme administration or senior team coordination experience. At least 3 years supporting senior managers, executives, programme teams or transformation teams in a complex corporate environment. Strong proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint and OneDrive. Demonstrated experience maintaining action logs, minutes, calendars, document repositories, trackers and meeting packs. Excellent written and verbal communication skills in English. Proven ability to manage confidential information with discretion and maturity. Preferred Requirements Experience supporting technology, digital transformation, platform, shared services, cloud, cybersecurity, governance, compliance or programme delivery teams. Exposure to project management practices, PMO administration, Agile ceremonies, sprint planning or workstream coordination. Experience in procurement administration, invoice tracking, supplier coordination or budget support. Experience using collaboration or delivery tools such as Microsoft Planner, Project, Jira, Azure DevOps, Confluence, ServiceNow or similar tools. Experience preparing executive-level packs, board packs, workshop materials or governance forum documentation. Basic understanding of information security, confidentiality, POPIA-aware handling of personal information and corporate governance practices. Technical and Administrative Skills Calendar and meeting management Advanced ability to manage senior diaries, competing priorities, recurring forums and urgent meetings. Minute taking and action tracking Ability to capture decisions, actions, owners, due dates and dependencies accurately and objectively. Document control Strong ability to apply naming conventions, version control, repository discipline and document quality checks. Microsoft Office capability Advanced Word, PowerPoint and Outlook; strong Excel for trackers, tables, filters and basic reporting. Programme administration Working understanding of milestones, deliverables, risks, issues, dependencies, status reporting and escalation. Financial administration Ability to track purchase requests, invoices, budget support information and supplier administration. Communication Professional writing, editing, summarising and stakeholder communication. Confidentiality and discretion High trustworthiness in handling executive, HR, commercial and programme-sensitive information. Organisational discipline Ability to create order, structure and follow-through in a complex, fast-moving environment. Behavioural Competencies Professional maturity Operates with composure, sound judgement and discretion when dealing with senior leaders and confidential topics. Proactive ownership Anticipates needs, follows up without being asked and closes administrative gaps before they become delivery blockers. Attention to detail Produces accurate documents, minutes, schedules, trackers and communications with minimal rework. Resilience under pressure Maintains quality and responsiveness during high workload, urgent deadlines and shifting priorities. Stakeholder sensitivity Understands organisational dynamics and communicates appropriately across levels and functions. Delivery discipline Maintains a strong focus on actions, owners, due dates, evidence and follow-through. Confidentiality Demonstrates integrity and protects sensitive information at all times. Service orientation Provides reliable support that enables the team to focus on strategic and delivery work. Structured problem solving Identifies administrative constraints and proposes practical solutions. Key Performance Indicators Meeting readiness Meeting packs, agendas and logistics are prepared and distributed on time for agreed forums. Action discipline Action tracker is current, overdue actions are followed up and escalated, and closure status is visible. Document control Repository index is current, latest versions are identifiable and documents are filed consistently. Minute quality Minutes accurately capture decisions, actions, owners, dates and follow-up items. Stakeholder responsiveness Internal and external queries are routed, tracked and responded to professionally within agreed timeframes. Administrative risk reduction Missing approvals, unresolved actions, unclear ownership and documentation gaps are identified early. Executive support quality Senior leaders experience visible time relief and reliable coordination support. Confidentiality and compliance Sensitive information is handled appropriately with no avoidable breaches of confidentiality or process. Continuous improvement Templates, trackers, filing structures and routines are improved over time. First 90-Day Success Expectations: First 30 days Understand the Gijima 2.0 team structure, workstreams, stakeholders, meeting cadence, document repositories, active deliverables and immediate administrative pain points. Establish priority trackers and stabilise diary and meeting support. Days 31 to 60 Implement or refine the action tracker, decision log, document index, stakeholder register, onboarding checklist and procurement/invoice tracker. Improve meeting pack quality and follow-up discipline. Days 61 to 90 Operate a reliable weekly administrative rhythm, provide monthly administration reporting, reduce overdue administrative items and demonstrate visible relief to senior leaders and workstream leads. Working Relationships CTO / Gijima 2.0 Leadership Executive administration, agenda coordination, document preparation, confidential support and follow-up. Programme Lead / Platform Operations Lead Daily priorities, delivery tracking, escalation, meeting cadence and programme administration. Workstream Leads Action tracking, meeting coordination, deliverable follow-up, document control and workshop support. HR Role profiles, interview logistics, onboarding support, resource tracking and personnel administration. Finance and Procurement Purchase requests, invoices, supplier records, budget support and process follow-up. Suppliers and Partners Meeting coordination, administrative follow-up, documentation requests and engagement logistics. Governance Forums Meeting packs, minutes, decisions, actions, evidence and repository control.