Business Operations Coordinator

1 Role Purpose

This role combines business administration, project coordination, and executive office support to ensure seamless execution of governance, strategic initiatives, and day-to-day operational activities.

The role acts as the operational backbone of the function, enabling leadership to focus on strategic priorities by ensuring that planning, coordination, documentation, and communication flows are effectively managed.

• Manage executive calendar, scheduling, and prioritisation of engagements
• Coordinate internal and external meetings, workshops, and forums
• Act as first point of coordination for BP&DM office activities

• Prepare and distribute governance packs, agendas, and meeting documentation
• Coordinate governance forums (SteerCos, working groups, reviews)
• Track actions, decisions, and follow-ups across governance structure
• Project & Initiative Coordination
• Support tracking of strategic initiatives, milestones, and deliverables
• Assist with project reporting, status updates, and dashboards
• Maintain visibility of cross-functional dependencies and timelines

• Maintain structured repositories for documentation (Teams / SharePoint)
• Ensure version control and accessibility of key documents
• Support development and formatting of presentations and reports

• Coordinate communication between BP&DM and other business units
• Assist in preparation of executive presentations and business cases
• Provide general administrative support aligned to business priorities

• Provide overflow administrative support to the Office of the CTO
• Assist with coordination of technology governance and strategic sessions
• Support high-priority deliverables across CTO initiatives

• Coordinate logistics for meetings, workshops, and events
• Manage travel arrangements, bookings, and office requirements
• Ensure smooth day-to-day functioning of the BP&DM office

• Executive calendar and engagement plan (accurate & up to date)
• Governance packs, minutes, and action trackers
• Project tracking dashboards and status reports
• Structured document repository (governed and maintained)
• Meeting coordination outputs (agendas, minutes, follow-ups)
• Executive presentations and reporting support material

Core Competencies

Technical / Functional Competencies:

• Business Administration & Office Management
• Project Coordination / Project Administration
• Governance & Reporting Processes
• Document & Knowledge Management
• MS Office Suite (Advanced PowerPoint, Excel, Teams, SharePoint)

Behavioural Competencies:

• High attention to detail
• Strong organisational and time management skills
• Proactive and self-driven
• Strong communication and stakeholder coordination
• Ability to manage multiple priorities under pressure
• Professionalism and confidentiality

Digital & Platform Competencies:

• Understanding of platform-based operating environments
• Digital collaboration tools (Teams, SharePoint, workflow tools)
• Data awareness (basic reporting, dashboards, tracking)
• Process mindset and structured execution

Qualifications & Experience

Minimum Qualifications: Grade 12 (Compulsory)

Diploma or Certificate in:

• Business Administration
• Project Administration / Project Management
• Office Management

Additional requirements:

• Minimum 23 years experience in a coordination-heavy role (not pure admin)
• Proven experience supporting multiple stakeholders or executives simultaneously
• Experience in project coordination, PMO, or governance environments
• Advanced proficiency in:
• Microsoft Excel (tracking, basic formulas)
• PowerPoint (building structured packs, not just editing)
• Microsoft Teams / SharePoint (document management)
• Demonstrated experience in:
• Meeting pack preparation (agendas, minutes, action logs)
• Tracking deliverables / deadlines across multiple stakeholders
• Ability to work in a fast-paced, high-pressure environment with minimal supervision

Role Impact and Decision Rights

Impact:

• Direct impact on efficiency of BP&DM and CTO Office
• Enables execution of governance and strategic initiatives
• Improves coordination across business units

Decision Rights:

• Operational decision-making on scheduling, coordination, and prioritisation
• Escalation of risks, delays, and coordination challenges
• No direct financial authority but supports financial tracking

Key Interfaces

Internal Interfaces:

• Executive: BP&DM
• Office of the CTO
• Project Managers & Programme Leads
• Business Unit Heads
• Governance Forums / Committees

External Interfaces:

• Vendors / Service Providers (logistics, coordination)
• Occasional client or partner coordination (if required)

• Accuracy and efficiency of executive scheduling
• Timely delivery of governance packs and reports
• Visibility and tracking of actions and deliverables
• Quality and structure of documentation and repositories
• Stakeholder satisfaction (Exec, CTO Office, Project Teams)
• Reduction in administrative bottlenecks

Additional Notes

This is a hybrid role combining:

• Business Administrator
• Project Administrator
• Executive Office Coordinator

The role is critical in supporting Gijima 2.0 execution, particularly in:

• Governance discipline
• Cross-functional coordination
• Platform transformation initiatives