Officer Administration, Procurement and Facilities at DIB Bank Kenya Limited (DIBBKE)

Job Purpose

To assist and implement effective Administration policies and procedures to support the bank’s objectives

Key Responsibilities

Procurement duties

• Preparing LPOs for approved services and obtaining the necessary approvals as per the authority matrix.
• Receive and verify all outsource invoices and ensure a proper archiving is in place.
• Collecting & reconciling the original invoices from all customers, with all supporting documents (GRNs, SRNs, LPO copies, Completion Certificates, etc.). This includes maintaining an inventory of all items required for ease of monitoring
• Forward invoices to the Finance Department for further processing and keep an update MIS Reports.

Stakeholder Management

• Maintain good relationship with the external and internal stakeholders’ vendors e.g. negotiate with Landlords for achieving best rates, Finance, Legal, IT, User departments
• Carry out the cost benefit analysis for the services/leasing offered with respect to other competitive vendors. This also includes conducting conformity assessments and spot checks across all departments/branches to close on pending issues.
• Handle and monitor department helpdesk email and attend to all other enquiries (internal/external) with a high level of customer service, accuracy and quick turnaround times.
• All Insurance covers, Annual Maintenance Contracts, stakeholder management (internal/external) engagements and interactions, Bank/Premise Licences, Leases, Repairs and other processes under the unit are up to date and compliant. Arrange BBB, Property all risk, public liability, and all other required insurance policies for Bank-wide and working liaison with other departments e.g. Finance, Legal, IT, User departments
• Responsible for all records management and archiving of Administration unit, and other banks documents as it relates to the department for safekeeping and retrieval. Taking necessary measures to maintain up to date records of all archival documents and ensure proper access control, retrieval and return to the archives. Familiarize with archival policy and procedure and to ensure adherence by all within the department as a Champion – (ref Archival policy)
• All Administration Unit’s documents have been properly filed for ease of reference – (ref Clean Desk Policy)
• Any other activity and responsibilities assigned by direct line manager

Financial & non-financial (impact on end results “department budget, cost of operation, sales margin, operating income, staff headcount”)

Financial:

Central processing for all the Banks Invoices to Finance Dept

Non-Financial:

• Collection of all invoices/GRNs from Help Desk for further processing.
• Evaluate invoices as per the check list
• Detect duplicate invoices.
• Cost Saving / Cutting (best purchase value, with highest quality assurance)
• Best Customer Satisfaction, for:
• Internal Customers (DIB Staff)
• External Customers (Vendors)

Key Relationship (Internal & External)

• Internal: All bank’s department
• External: External vendors & outsource companies.

Work Experience & Other Requirements

• Bachelor of Science in Procurement and Contract Management
• Basic knowledge of Finance and Accounts
• Must have experience in procurement
• Knowledge of spreadsheets such as Microsoft Excel, Access, etc.
• Computer literacy skills
• 2-3 years in Accounting Functions

Key Competencies

• Coordination skills
• Communication Skills
• Problem Solving Skills
• Customer Relation Skills
• Liaison skills