Senior Administration Officer – ()
Description
Equity Bank is one of the region’s leading banks whose purpose is to transform the lives and livelihoods of the people of Africa socially and economically by availing them modern and inclusive financial services that maximize their opportunities. With a strong footprint in Kenya, Uganda, Tanzania, Rwanda, South Sudan and DRC Congo, Equity Bank is now home to over 12 million customers – the largest customer base in Africa. Currently the Bank is seeking additional talent to serve in the role of Snr. Administration Officer.
Job Purpose
To facilitate and overseeing Comprehensive cleaning, Gardening and Landscaping of bank’s premises, staff welfare meals and beverage, Coordinate training setup of High-level events and managing Invoice Help Desk by ensuring SLAs, budget and quality standards are met in accordance to the banks procedures and policies.
Key Responsibilities.
Governance:
- Consistency in adherence to and application of established policies, processes and tools to achieve optimal efficiency, compliance and cost containment for all Facilities related activities.
- Ensuring closure of all audit findings as per the annual Health & Safety and other Audits
- Ensure compliance with all regulatory legislation as applies to Admin General process and procedure.
- Implement and ensure compliance with the OSHA Act and Bank’s Health & Safety Policy in liaison with the HSE Manager
- Maintain an audit ready environment for both internal and external audits.
- Carry out regular inspections of the bank premises, identify defects on Kitchens and other common areas and liaise reports to Facility Management to initiate measures to correct the defects.
General Admin Financials:
- Implement a cost-effective measure on General Admin programs that include preventive practice.
- Minimize expenditures, maximize revenues and adhere to budgeted cost parameters.
- Payment processing for all General Admin related costs.
- Develop and implement cost reduction initiatives
- Reconciliation and production of the monthly payment runs including outgoing/adjustment reconciliation and audit facilities related accounts for certification prior to payment.
- Initiate green energy solutions for sustainable environment and account for the monetary gains in the implemented initiatives.
- Undertake any other duty assigned from time to time.
General Contracts:
- Works with Line Manager to administer contracts execution/renewal program at least three (3) months before expiry and minimize delays in execution/renewals.
- Procurement, negotiation and management of facilities services contracts and service level agreements.
- Undertake timely review of Contracts with Legal Department before execution.
- Ensure 100% execution of contracts.
General Admin -Activity Management:
- Comprehensive Cleaning and Waste Management: Ensure Garbage and sanitary waste is collected in good time and disposed according to NEMA regulations as per the contract.
- Staff welfare – Conduct periodic vender performance to ensure quality, code of conduct for the outsourced tea support staff within the business units.
- Landscaping and Gardening: Assist to Identify, acquire, conduct installation and maintenance beatification and landscaping of the branded and non-branded Bank gardens.
- Invoice Help desk: Monitor invoice processing within SLA.
- Events Management: Receive and record all Events, training and meeting request.
- Stakeholder engagement.
Qualifications
Qualifications & Experience
- Academic: A university degree in Business Administration Management field or any other related field
- Relevant registrations to the relevant boards
- Desired work experience: At least Three (3) years’ experience in a similar role and responsibilities.
Key Competencies & Skills
Technical Competencies
- Technical skills to effectively perform administration activities/tasks in a manner that consistently produces high quality service
- Attention to detail and problem-solving abilities.
- Proficient in using excel and power point presentation
- The ability to manage inventory effectively, prioritize tasks, and maintain accurate records of tools and equipment.
- Strong verbal and written communication skills to provide clear instructions and training to staff, as well as to report to management.
- The capacity to identify issues related to tools and equipment and develop effective solutions quickly.
- Effective time management skills to handle multiple tasks and ensure timely maintenance and procurement of tools.
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 impact 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.
- Teamwork and leadership skills: ability to work independently while at the same time be an active team player.
- Personal Ethics: Must be honest and with high level of integrity
- Able to make decisions, initiative and innovative in executing work.
- Communication Skills- ability to resolve disputes amicably, meet deadlines, and professionally respond to queries and concerns.
