To provide comprehensive administrative and operational support across any of the following functions: IT, HR, Payroll, and general business functions. This role ensures smooth onboarding and offboarding processes, maintains accurate records, supports contracting and compliance efforts, and facilitates efficient communication and coordination across departments within Data & Analytics.
What you'll do:
- IT & Asset Management
- Maintain and update the IT asset register from within Data (as per clause 11.3 of the “Ways of Work” Policy).
- Coordinate laptop setups with IT Asset Management team, repairs, disposals, and courier logistics; liaising with IT and Asset Teams. Return faulty equipment to the asset team for inspection, follow up on inspection reports, request disposal certificates from Asset team where disposal is recommended
- Track IT equipment assignments and ensure timely follow-ups; request repair quotes, obtain approval, request PO, Share PO with supplier, follow up on delivery, track spend.
- Arrange courier deliveries as required - submit request, follow up on delivery, assist with Courier account Recon
- Request costs from Asset Team regarding sale of laptops
- HR Support
- Manage onboarding and offboarding processes, including documentation, MIE checks (where not from Talent team), AD account setup, and induction coordination (welcome letters etc).
- Support with exit processes, including documentation and equipment return.
- Assist with Verification checks when required
- Track and update headcount and HR trackers (which feed into BU Review packs).
- Monthly recon of Netsuite versus ESS to ensure that leave has been captured correctly.
- Assistance to ensure contractors are paid timeously under Uhla direction.
- Respond to all ad hoc HR queries.
- General Administration
- Pack creation for Staff Town Hall monthly meetings, including tracking shout-outs to those that deserve it, staff recognition, new starter introductions, Birthdays, monthly sales, upcoming training reminders
- Manage Supplier and Customer onboarding requests.
- Support with digital onboarding and email distribution list updates.
- Courier requests
- Arrange courier deliveries - mainly IT related
- Keep track of requests to assist with account reconciliation monthly (courier account was mismanaged previously - Thapelo now assists with keeping track of BU cost responsibilities)
- Monthly ATR Submissions - Learning and Development (when required)
- Complete monthly register for staff related training for L&D
- Review GL account records and obtain supporting documentation to submit for training related activities (invoices, Credit Card Statements, Receipts, Approvals etc.)
- Birthday vouchers
- Create individual voucher with details
- Send out to individuals on their birthday
- Co-ordinating staff birthdays for monthly emailer.
- CV conversions (when required)
- Keep record of CV's and occasionally assist with re-formatting to specific templates for RFP’s or to send out clients
- Training Administration - Qlik
- Manage training queries from clients
- Update training schedule
- Facilitate client training requests, ensure bookings are done, invoices are sent and payments are received
- Ensure delegates are confirmed logistics are correctly communicated
- Issue training certificates on successful completion of course
- Liaise with Marketing to get the training mailer out.
- Billing Assistance
- Debtors:
- Aging and cash collections – check aging list and follow up on outstanding payments
- Customer Queries – Query resolution and assisting with credits/updated PO numbers/statement requests/etc
- Invoicing:
- Send out client invoices, statements and timesheets and field daily general queries from clients
- Monthly, request PO’s from other BU’s and follow up until received.
- Netsuite:
- Creation of new projects; updating projects; adding new resources; adding new tasks.
- General maintenance of Netsuite data – closing unused projects; cleaning up data to ensure Qlik dashboarding correct.
- General Contract Management
- Managing the end-to-end Cerebro Process
- ISP Contract renewals – ensuring that BU Managers are aware of renewals when they fall due.
- Staff Contract renewals – See HR
- Manage Supplier & Customer Contracting - This includes but is not limited to Cerebro vetting & approvals
- Assistance (where necessary) in drafting contracts for repetitive business.
- Partner Contracting
- Assist with drafting relevant NDA’s and Teaming agreements
- Circulating Partner agreement templates for legal review where applicable
- Submit for Cerebro Vetting and Cerebro contract approval
- Log onboarding request in the event of new suppliers and follow up
- Travel & Event Co-ordination
- Manage all requests for travel
- Manage all requests for events
- Marketing support – Responsibilities to take over from Evashnee
- There may be a need to assist in managing events from planning to execution and post-event reporting. Assisting with face-to-face events and digital campaigns, webinars and workshops. This could include:
- Sourcing suitable venue, secure venue bookings, getting quotes and negotiating rates, venue contract and payments
- Coordinate logistics- room set up, catering and other on-site requirements
- Work with OEM marketing team to create the invites including emailer and social media posts
- Manage the invitee list. Track and follow ups on the invitees. Send out reminders.
- Manages weekly check-ins with the team upcoming to an event
Skills & Competencies:
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- High attention to detail and accuracy.
- Proficiency in Microsoft Office, CRM systems, and internal tools.
- Ability to handle confidential information with discretion.
Qualifications & Experience:- 3+ years in an Administrative, HR, or Operations support role.
- General Co-ordination experience is advantageous.
Other information applicable to the opportunity: - Location: Cape Town
- Permanent position
Why work for us?
Want to work for an organization that solves complex real-world problems with innovative software solutions? At iOCO, we believe anything is possible with modern technology, software, and development expertise. We are continuously pushing the boundaries of innovative solutions across multiple industries using an array of technologies.?
You will be part of a consultancy, working with some of the most knowledgeable minds in the industry on interesting solutions across different business domains.?
Our culture of continuous learning will ensure that you will have all the opportunities, tools, and support to hone and grow your craft.?
By joining IOCO you will have an open invitation to developer inspiring forums. A place where you will be able to connect and learn from and with your peers by sharing ideas, experiences, practices, and solutions.?
iOCO is an equal opportunity employer with an obligation to achieve its own unique EE objectives in the context of Employment Equity targets. Therefore, our employment strategy gives primary preference to previously disadvantaged individuals or groups.