THE INSTITUTE OF INTERNAL AUDITORS

Transcription

1 THE INSTITUTE OF INTERNAL AUDITORS Job description Position : Manager in the Office of the CEO Unit: CEO s Office Incumbent s Name: Department Head s Name: Department Head s position: CEO Accepted By: Signature: Employee Signature: Department Head Date: Date: PURPOSE OF THE JOB The immediate CEO environment is typically highly pressured with a sense of urgency and often sensitive. The main objective of this roles is to ensure that the CEO has the capacity to focus their attention and decision making and give the Board and organisation confidence in their oversight. The purpose of this position is to be the key coordination point in the Office of the CEO. The position manages information flows, facilitating and coordinating informationsharing between staff, Board members, senior management and the broader stakeholders of the Institute. KEY TASKS AND RESPONSIBILITIES Primary responsibility To provide comprehensive professional support to the CEO in all aspects relating to efficient and successful operation of the CEO s office. Project Management Oversee projects allocated by the CEO and provide leadership and management to the related project teams Develop project plans specifying goals, strategy, staffing, scheduling, and identification of risks, contingency plans and allotment of resources for each phase of the project Last updated February

2 Consults and reviews with management project proposals to determine time frame, funding limitations, procedures for accomplishing the project, staffing requirements, and allotment of available resources to various phases of the projects Develop the project management approach including training needed for the project team, reporting structure of the project, frequency of interaction between managers and resources, the number and frequency of team meetings, and the need for and the extent of involvement of external project stakeholders Identifies and schedules project deliverables, milestones, and required tasks Outline the responsibilities of different parties including management, project team, vendors, and other stakeholders Manage all aspects of projects through cross-functional teams-including meeting time lines, costs targets, quality requirements, and budget constraints. Monitors and coordinates activities of project team members to ensure project progresses on schedule and within prescribed budget Prepare project status reports and keeps management, clients, and others informed of project status and related issues Administration Provide proactive executive support to the CEO in day to day activities, to facilitate effective management and leadership of the business in their role as a CEO. Ensure that all internal meetings involving the CEO are properly planned, with background material collated beforehand and ensuring that appropriate time is allotted for such material to be analyzed by the CEO Ensure that timely follow-up action is taken and that the CEO commitments and agreements are appropriately actioned and met. Establish processes and routines that ensure that the CEO s decisions are followed up and influence others to contribute / support the CEO s decision making. Coordinate and assist with the CEO s leadership agenda to address strategic and operational challenges Work with the CEO s Personal Assistant (PA) to ensure the smooth and efficient running of the CEO s office Liaising with and referring to other business units/group functions as necessary in an efficient and professional manner. Independent and proactive approach to filtering all enquiries from both internal and external stakeholders, including Regulatory and Government officials. Last updated February

3 Assisting in prioritising, the workload of the CEO and delegate where appropriate general issues and queries in an efficient manner Forecast and effectively plan for key events, future meetings, Roadshows etc. Co-ordinate with the CEO s PA to ensure the effective scheduling of meetings, events and travel arrangements in an efficient and productive manner together with oversight of other CEO office administrative tasks. Develop and maintain excellent relations with the members of Manco, in order to maintain an appropriate flow of information and to facilitate effective decision making on behalf of CEO Reporting Design and implement a tracking system for the Institute s strategic plan. Track departments progress against tactical strategies in relation to the strategic plan Ensure that the CEO remains up to date on the progress on all projects Track performance of the various Committees Design and implement a Dashboard Reporting System to ensure all major projects are reported on to the Board, either through the CEO or one of the Committees Last updated February

4 JOB SPECIFICATIONS Formal Education: Matric Business related degree or equivalent professional qualification MBA would be an advantage Computer Literacy: MS Word MS Excel & Internet PowerPoint Experience Proven track record of effectiveness in similar role within the professional services environment. Must have experience in working with senior employees in project management situations More than 3 years of relevant leadership experience Relevant Project Management experience including the development of project plans and simultaneously managing multiple projects Experience in developing Business plans, programs and processes Budget management experience Knowledge of the internal audit profession will be an advantage Specific skills Ability to work effectively without considerable direction ability to develop resolutions to complex problems with analysis and creativity. Solid business acumen, management, analytical, and problem solving skills strong negotiation skills. ability to process large amounts of information good communication skills verbal and written must have a good command of the English language must have the ability to interact with people at all levels in an organisation Last updated February

5 ability to plan and organise ability to work to deadlines is vital attention to detail and accuracy is vital ability to perform under stress ability to work as part of a team and across units good customer service orientation ability to use initiative confident sound judgement research ability has an interest in new projects ability to use initiative ability to run with the ball Demonstrates flexibility and adapts to changing situations Strong organization skills, in addition to sound judgment in selecting methods, techniques and evaluating criteria for obtaining results Strong interpersonal and communication skills must have a valid drivers license and own vehicle Last updated February