Equity Bank Hiring Administration Officer 

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 Administration Officer.

Job Purpose

Primarily, be responsible support the Assistant Manager-Administration in Implementation of all the administrative procedures, policies, systems and devising ways to streamline processes. Goal is to all support activities are carried out efficiently and effectively to allow other operations to function properly

Key Responsibilities.

Governance:

• Follow 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.
• Ensure compliance through effective Risk management, update of Risk registers and Closure of raised Audit issues.
• Support in reviewing and filing of department monthly RCSA (Risk control self-assessment)
• Support in periodic reviewing and updating department BIA (Business Impact analysis)

General Admin Financials:

• Drive and support cost management initiatives and track the outcomes especially with Online taxis, motor vehicles repairs and maintenance, goods transport, tools of trade.
• Develop and implement a cost-effective program including goods consolidation and cost-avoidance measures
• Minimize expenditures, maximize revenues and adhere to budgeted cost parameters
• Develop and implement cost reduction initiatives
• Conduct negotiations relating to provision of various general administration services and achievement of at least 10% savings

General Contracts:

• Works with the General Administration 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 Air travel, motor vehicle vendors, online taxi, HP for Tools of trade contracts and service level agreements.
• Undertake timely review of Contracts with Legal Department before execution
• Ensure 100% execution of contracts.

General Admin -Activity Management:

• Prepare and present reports on tool usage, inventory levels, and maintenance schedules to management
• Scope needs and prepare business case for bulk purchases.
• Update department weekly performance reports
• Schedules site visits and stakeholder engagements regularly
• Enhance internal and external customer relationships 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.
• Monitor invoice processing within SLA
• Handle all the supplier payment queries.
• The desk will maintain a centralized inventory of vendor data to ensure that all information remains accurate, up to date and readily available to facilitate payments.
• Lead proactive identification, remediation and tracking vendor issues of unpayment.
• Resolve issues that are reported, evaluated, and assign appropriate corrective action owners based on severity and other relevant criteria

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 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.

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