Administrative Officer at DIB Bank Kenya Limited (DIBBKE)

The Incumbent will perform the full range of administrative, facilities, procurement, logistics and office support functions in support of the business. This role is expected to, as directed, assist all business units in the completion of a variety of specific high priority tasks and technical projects, reports, and other related duties.

Responsibilities

• Support the update and champion enforcement of company’s procurement and policies, related guidelines, and approved procedures.
• Provides advice and guidance to internal clients on procurement matters, relevant processes (i.e. Requests for Proposals - RFPs, Requests for Quotations - RFQ, bid evaluation criteria etc.) to ensure client needs are met, for best value, and to ensure procurement processes are perceived by suppliers as fair, open and ethical.
• Analyze the Bank’s procurement needs and selects the most appropriate methods based on interpretation of requirements and assessment of established practices policy, and experience.
• Preparing plans for purchase of equipment, services and supplies including guiding user teams in preparation, of RFPs, RFQ and other documents.
• Reviewing, comparing, analyzing, and approving products and services to be purchased while maintaining accurate records of purchase and price.
• Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
• Arrange insurance policies for Bank-wide including BBB, Property all risk, public liability, and support HR Dept on staff medical and group life covers.
• Preparing LPOs for approved goods/services as approved through the authority matrix.
• Support contracts execution renewal program as per SLAs and policies and ensure seamless renewals.
• Lead in vendor prequalification process and maintain the pre-qualification database as per Procurement and Vendor Management Policy.
• Responsible for the Bank wide records and archival, including engagement with outsourced vendors.
• Administration for all rented premises with responsibility for space acquisition, lease documentation, lease renewals, rental payments, and landlord relationship management.
• Oversee all repair work in the premises including the building, power, and telephone repair, plumbing work or any other trouble shooting that may affect normal business.
• Custodianship of the master and back up keys (all except vault and ATMs); Saturday banking keys and related mobile phones for the Bank.
• Monitor good performance of the Bank’s equipment and coordinate planned and reactive maintenance generators, air conditioners and other critical equipment.
• Logistics arrangement for Bank events and travel and hotel bookings.
• Any other activity and responsibilities assigned by line manager.

Qualifications

• Bachelor’s degree in Business Administration, Logistics, Supply Chain or any other related field from a recognized university.
• 4+ years work experience as an Administrative Officer in a busy corporate environment.
• Experience with office management software like MS Office (MS Excel and MS Word, specifically)
• Ensure compliance with SLA, policies, and procedures.
• Clear understanding of purchase and procurement polices·