ABOUT GENESIS
In a world undergoing convulsive technological and political change, Genesis partners with key actors to deliver urgent, lasting impact in critical areas.
Genesis, an impact firm founded, incorporated and headquartered in Africa, has worked in 46 African countries and more than 100 countries globally. Uniquely, Genesis is focused on the Young World – the arc of countries with young populations stretching across Africa, the Middle East, South Asia and parts of Southeast Asia.
By 2030 four in five children will be born in the Young World, making this region central to the future. With growing markets and young, productive populations, Young World countries have the most positive potential trajectory in the world. It is here that investments of all kinds will have the highest social and economic returns.
Our job at Genesis is to help societies, governments and businesses across the Young World succeed at three fundamental historic transitions:

• Reconfiguring economies: creating income for large, rapidly urbanising youth cohorts within a global economy undergoing profound changes
• A human transition: a fundamental rethink of how societies, governments and markets can ensure the health and cognitive and social well-being of all those young people, including the most vulnerable
• A just climate transition: both to decarbonise and to manage the human and economic impacts of a global crisis they did not cause

To do this work, we are building a new type of impact firm.
LOCATION:This role is based in Johannesburg, South Africa.(You must already have the right to work in the location you are applying for).
PRACTICE AREA DESCRIPTION
In 2023, Genesis Analytics founded the Primary Data Intelligence (PDI) team at Genesis Analytics as a distinguished centre of excellence dedicated to data generation and application. With the mounting global demand for evidence-based, high-quality, and high-frequency data, Genesis Analytics has strategically augmented its services to address these requirements with unmatched precision and rigour.
The PDI team has a strong background in on-the-ground data collection coupled with innovative data methodologies. This empowers them to tackle complex primary data tasks efficiently while adhering to highest data quality standards. PDI's collaboration with a
network of local partners, who are in alignment with its rigorous quality control measures, solidifies a consistent data quality benchmark across multi-country research campaigns.
Central to PDI’s ethos in data collection and utilisation is the belief that the intentional and pragmatic application of cutting-edge technology amplifies both efficiency and data quality. This commitment to technological innovation manifests at every research phase, whether it's leveraging satellite imagery for sampling, deploying automated quality alerts to fieldworkers via chat platforms, or executing real-time transcripts and preliminary analyses of in-depth interviews.
ROLE DESCRIPTION
The operations administrator will be largely involved in coordinating and streamlining administrative processes, providing support across financial administration, project management, building and maintaining our network of fieldwork service providers, relationship management with clients, content development and marketing, and business development initiatives.
Resposibilities
As the operations administrator, your primary responsibility will be to oversee and optimise all operational aspects of our team, ensuring seamless coordination and execution of various processes.
The responsibilities of the operations administrator role include:
Financial administration:

• Bridge the gap between the central Finance (Group Services) team and PDI around specific finance requests and processes.
• Act as focal point for PDI colleagues around finance system queries.
• Coordination of practice pipeline, order book and forecasts
• Become proficient with the key project management features of the finance system, including timesheets, expenses, subcontractor purchase orders, client invoicing and the reporting functions available, assisting project managers as necessary.
• Capture Senior Managements’ monthly expenses and ensure timeous submission including reconciliation of credit card expenses.
• Support with the administrative processes around project set-up and project closure on the finance system.
• Working with practice project managers to coordinate monthly invoices and expenses, including subcontractors
• Assist with month end processes e.g. reconciliation of time, time sheeting as needed and expenses on Intacct and invoicing.
• Ensure accurate provision of supplier documentation, countersignature of contracts and forms
• Ensure inter-practice agreements established for all project work.

Project management:

• Ensure project life-cycle compliance and alignment with G+ principles

Relationship management:

• Develop and maintain professional and sound working relationships with all internal levels of the organisation, particularly with Group Services and practice administrators and coordinators in other practices.
• Develop and maintain professional relationships with all external stakeholders of the practice
• Management of subcontractor database
• Management of client information sheets and client feedback process
• Assist and support office managers in Genesis hubs with maintaining the office environment

Meetings, functions and events:

• Schedule team and management meetings
• Send out invitations and/ or meeting requests and reminders, follow up meeting requests that are not responded to
• Collate team and management meeting agendas
• Assist with note-taking during senior management team meeting, as needed
• Follow up on actions agreed in team and management meetings
• Assist with booking meeting rooms prior to a meeting
• Manage video conference to ensure seamless operation and scheduling of video conferences
• Manage the organisation and arrangement of practice events, including strategy week, year end functions, leaving and joining functions and other in-person and/or virtual team social events.

Human Resources:

• Assist with the induction of new joiners, including practice-specific induction and administrative requirements for new staff
• Assist with the management of practice training/professional development calendar

Project support:

• Development and maintenance of Google Drive Folders for practice portfolios, proposal development and project documentation
• Assist with the set up and maintenance of project records within our firm-wide management system
• Facilitate project kick-offs and project close-outs and follow-up on all agreed actions
• Prepare and manage subcontractor agreements, NDAs, SOWs, and expenses as required

Fieldwork Partner Network Management:

• Support development and maintenance of a database of fieldwork partners, the fieldwork partner network (FPN), with a focus on Southern and East African countries, with expansion to West African countries.
• Ensure all required documents are in place for bids, including key partner CVs, services available, and capability statements.
• Act as the point of contact for management of contracts with FPN.

Support for business development.

• Coordinate opportunity scanning responsibilities.
• Assist with CV formatting as needed.
• Accurately complete and prepare compliance documentation.
• Manage proposal preparation process.
• Manage proposal submission process, including coordinating workflow, packaging and delivery.
• Ensuring corporate capabilities are up to date.
• Finding partners for new opportunities.

Content Creation and Marketing.

• Develop marketing materials to showcase PDI’s services and previous project successes.
• Develop golden text and capability statements to be used in bids.
• Work with the Genesis marketing team to promote offerings through social media.

Travel Arrangements:

• In collaboration with the Genesis’ travel agent, assist team members to book and confirm travel requirements (locally and internationally), as needed
• Ensure travel requests are handled timeously and within the pre-approved process of the organisation and client, including flights, transfers, visa applications, accommodation and car hire
• Provide support to project team: lodging expenses, arranging travel booking, and duty of care for sub-consultants as required
• Support staff in compiling travel risk forms and tracking of team members that are in the field

Genesis consultants carry a balanced combination of powerful intellect, strong technical skills, and a consulting character to match. Successful candidates for roles at Genesis:

• Are passionate, self-motivated and energetic problem-solver
• Value integrity and exhibit ethical behaviour
• Are analytical thinkers and fast learners with excellent academic record

We specifically would like to hire an operations professional who has a passion for doing impactful work across the young world.
Requirements

• Diploma or Bachelors (NQF 5 to 7) with 2+ years of work experience, or NQF4 level education with 8+ years of work experience (required)
• IT literate and proficient in the use of Google Workspace and/or Microsoft Office and other hybrid working tools
• Skilled in using financial management tools and related software
• Relational database experience/certification (Airtable, SQL)
• Previous work experience in Southern and East African countries (required)
• Previous experience/certification in content development and social media marketing
• Previous experience in coordinating travel arrangements
• Confident communicator with people at all levels
• A creative approach to solving problems
• High level of discretion and confidentiality
• Excellent written and verbal communication in English

Desirable (advantageous)

• Previous work experience in consulting

HOW TO APPLY

• Please follow the online application process on the career portal of the Genesis website, we are unable to accept any e-mailed CVs or applications
• Your application will primarily be considered for this role. If that are multiple roles that you are interested in, please submit your application to each position
• Once you have applied via our career portal, you will receive a system-generated confirmation e-mail that your application was received
• NOTE: Please be advised that uploaded documents/attachments cannot be bigger than 4MB in total, as the system will not accept your application if the uploaded documents exceed 4MB
• Communication will be with short-listed candidates only - if you do not receive any feedback on your application within 3 weeks, please consider your application unsuccessful
• Genesis Analytics reserves the right not to proceed with an appointment of any advertised role
• All appointments will be made in line with Genesis Analytics’ Employment Equity Plan and Transformation Policies
• All applications will be treated confidentially

#Operations Administrator#Data For Impact#Primary Data Intelligence#Career Opportunities#Impact Driven Work#Young World Leadership#Organizational Excellence