Administration Manager at Equity Bank Kenya

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 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.