Job Purpose:
Responsible
for planning and coordinating administrative procedures, policies, systems and
devising ways to streamline processes, to ensure all admin support activities
are carried out efficiently and effectively to allow other operations to
function properly. The role also will contribute to the overall strategic and
operational management of the Administration unit within the Bank.
Key Accountabilities:
Governance
- Ensure policies and procedures across the
bank network align to group (customization of Policies and procedures)
- Support periodic review and update of
policies and procedures as per set out frequency.
- Assist in improving department quarterly
NPS scores.
- Ensure compliance through effective Risk
management, update of Risk registers and Closure of raised Audit issues.
- Contracts management, monitoring and
tender evaluation participation for all outsourced services
Financial/Planning & Budget Management
- Departmental annual budget preparation,
monitoring and controlling.
- Support in preparation and review of
tools of trade bulk purchase business cases requiring group approvals.
- Drive and support cost management
initiatives and track the outcomes
Comprehensive Cleaning: Ensure all Bank premises are in good condition and
habitable work environment.
Mail Services:
- Supervise mailroom operations that
includes but not limited to;
- Receiving incoming mails
- Dispatching outgoing mails
- Resolving issues that may arise as a
result of misroute or misplacement of mails.
Staff Welfare:
The
service encompasses provision of Tea services, clean drinking water, meals and
snacks during official meetings/ trainings.
Invoice Desk:
The
responsibility of the Invoice help desk is a primary liaison between Equity
Group vendors and a variety of internal stakeholders and shall foster a culture
of compliance within vendor engagements.
The
manager’s role will be to oversight the desks’ critical activities and resolve
issues that are reported, evaluated, and assign appropriate corrective action
owners based on severity and other relevant criteria.
Cheques Processing
The role will be oversight on
the following.
- Monitor cheque processing SLAs
- Monitor delivery of cheques to branches
- Staff training on cheque applications to
reduce erroneous orders
Fleet Management
- Monitor bank vehicles through tracking
installed in the bank system.
- Evaluate and appraise drivers based on
their driving skills & habits.
- Monitor and analyze repairs and
maintenance costs for the bank fleet.
- Coordinate repairs and maintenance of
bank vehicles through bank approved vendors
- Review and amend fuel limits for various
bank vehicles
Staff Accommodation, &
Events Management
- Supervise documentation and planning of
the logistics for all the banks events, meetings and trainings.
- Assist in the establishment of an
appropriate venue and vendors to develop an events concept.
- Coordinate site visits with the business
stakeholders and shortlisted vendors to establish events requirements.
- Liaise with the business stakeholders to
develop a concept that meets the objective and business expectation and
support in budget preparations.
- Conduct vendor performance and site
visits in liaison with supply chain team every three months for better
services to ensure services are offices within the contracted terms.
Supplier/ Customer Performance
- Develop and implement duty roster for
branch visit.
- Ensure the adoption of Digitization and
automation of processes.
- Establish and measure appropriate KPIs
& SLAs in relation to Admin vendors.
Qualifications
Qualifications And Experience
- Academic:
Bachelor’s degree in Business management, Supply Chain Management or
Business Administration
- Desired work experience:
Minimum of 5 – 10 years proven experience in a similar role or Property
and Facilities management
Key Competencies & Skills
Technical Competencies
- Understanding on development and
management of contracts including lease contracts and service level
agreements.
- Knowledge and experience in modern
Administration and logistics management practices to effectively manage
and supervise staff and suppliers to support business performance.
- Understanding of the safety and health
regulations and applications at the workplace
- Knowledge and effective application of
all relevant policies, processes, procedures and guidelines to
consistently achieve required compliance standards or benchmarks.
Behavioral Competencies
- Negotiating skills- ability to negotiate
lease terms to achieve best value in the market within the relevant
parameters
- Interpersonal skills to effectively
communicate with and manage customer expectations (internal and external),
and other stakeholders who affect performance.
- Self-empowerment to enable development of
open communication, teamwork and trust that are needed to support
performance
- Organization skills: ability to
prioritize, plan, coordinate, work under pressure and without supervision.
How To Apply
