Mailroom 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 Mailroom Officer.
Job Purpose
To plan, coordinate, and streamline administrative procedures, policies, and systems to ensure the efficient and effective execution of all administrative support activities. This role is pivotal in facilitating the smooth operation of other units within the organization by developing and implementing policies that align with the bank’s strategic and operational goals.
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 Admin related activities.
- Ensure all Admin related audits are conducted as per regulation and policy.
- Ensuring closure of all audit findings.
- Support periodic review and update of policies and procedures as per set out frequency.
Financials:
- Drive and support cost management initiatives and track the outcomes especially with courier services.
- Develop and implement a cost-effective program including load consolidation and cost-avoidance measures.
- Minimize expenditures, maximize revenues and adhere to budgeted cost parameters.
- Payment processing for all repairs and maintenance costs.
- Develop and implement cost reduction initiatives.
- Conduct negotiations as relates to provision of courier services and achievement of at least 10% savings.
Contracts:
- Works with Admin 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 courier services contracts and service level agreements.
- Undertake timely review of Contracts with Legal Department before execution
- Ensure 100% execution of contracts.
Reporting/Internal Processes:
- Receive, sort & deliver incoming and interoffice correspondences in a timely manner as addressed.
- Prepare and facilitate outgoing mail and shipments for dispatch, with appropriate carriers.
- Ensuring policy adherence and regulatory compliance for dispatches to international destinations including subsidiaries.
- Maintain proper records of items received and dispatched.
- Manage and track inventory of supplies with the mailroom.
- Periodic reporting on budgets vs expenses and monthly savings in respect to courier services.
- Maintain an up-to-date Admin Contracts database.
- Troubleshooting emerging courier related issues.
- Identify trends and make recommendations for improvements.
- Undertake any other duty assigned from time to time.
Stakeholder Engagement (Supply performance; Customer satisfaction):
- Schedules site visits and stakeholder engagements regularly
- Enhance internal and external customer relationship and ensure the customer is satisfied with our support.
- Scheduling and implementation of internal and external stakeholders’ engagement through meetings, customer experience engagement and branch visits.
- Monitor the performance of suppliers and take corrective actions where necessary.
- Manage and mitigate associated risks to enable the organization to meet its obligations and maximize business opportunity.
Learning and growth:
- Ensure teamwork to create a good environment within the group.
- Ensure individual staff performance to enhance productivity.
- Participate in trainings as necessary
- Ensure the Group culture is entrenched in the daily routine of our operations.
Qualifications
Qualifications & Experience
- Academic: A university degree in any business administration or related field
- Desired work experience: At least two(2) 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.
