Admin Officer at Rand Merchant Bank

Purpose:

• The administrative unit is responsible for supporting the administrative functions of the Bank.
• This position is responsible for smooth daily operations, managing administrative tasks, as well provide support to business units and staff as needed.
• The Bank Administration Officer plays a key role in operational support duties to ensure the efficient running of the bank's day-to-day facility management and janitorial service management.

Responsibilities:

The successful candidate will be responsible for:

• Develop and implement maintenance programs, schedules, and procedures to ensure the proper functioning and upkeep of the facility including mechanical, electrical, and general infrastructure.
• Planning and coordinating all installations and refurbishments
• Respond and clear queries/enquiries in a timely manner.
• Conduct regular inspections to identify maintenance, safety hazards, and required repairs.
• Deliver excellent service against agreed service standards, delivery standards, and minimal error rates as appropriate.
• Coordinate and supervise maintenance staff, contractors, and vendors to ensure work is completed efficiently and in compliance with the policy of the bank.
• Develop and implement space management strategies to optimize the utilization of the facility.
• Implement and promote sustainable practices within the facility including energy efficiency, waste reduction, recycling, and green initiatives.
• Collaborate with different business units to ensure smooth workflow and address operational issues effectively.
• Coordinate with Business Technology and other support areas to resolve operational and technical issues.
• Monitor and analyze inventory levels to ensure optimal levels are maintained while minimizing excess and obsolete inventory.
• Manage day-to-day fleet operations, including vehicle assignment, scheduling, fueling, and maintenance to ensure availability and reliability of vehicles for the bank’s operations.
• Implement and maintain the organization’s health and safety policies and procedures, ensuring compliance.
• Co-ordinate and implement effective emergency procedures in the bank including fire drills, evacuation procedures, raising awareness and accounting for all staff at muster points.

Compliance

• Awareness and understanding of the regulatory framework in which the Group operates, and the regulatory requirements and expectations relevant to the role.
• Proactively manage risks and establish/monitor controls to improve the overall state of the risk management and operating framework.
• Ensure compliance with health and safety regulations and standards to maintain a safe and secure working environment.

Reporting

• Prepare and distribute internal reports as needed to support the decision-making process.

Governance

• Undertake periodic self-assessments on key controls to assess the proper functioning and adequacy of existing controls.
• Highlight significant issues/errors to the Head of Operations.
• Regulatory compliance refers to compliance with all regulatory agencies, including but not limited to the CBN, FIRS, and South African Reserve Bank (“SARB”).

Qualifications and Experience:

• Minimum of 3 year's experience in an Administration role, preferably in a financial institution.
• Experience in occupational health and safety will be an added advantage.

Technical Skills:

• Proficient in MS Office
• Organizational and project management skills
• Knowledge of CBN banking regulations (including foreign exchange regulations), SEC regulations, and any other regulations about banks and financial services companies
• Knowledge of the workings of the banking operations including customer service, document control and compliance
• A good understanding of typical merchant banking transactions, especially fixed-income and foreign exchange trading, trade finance, structured lending, and corporate finance

General:

• Good judgment and decision-making skills
• High levels of numeracy and literacy are essential.
• Strong interpersonal skills, and
• Listening, analysis, and debating skills
• Attention to detail with strong problem-solving skills.
• A high level of pragmatism tempered with the strength to stand firm where necessary. Able to deal with criticism.

Human Relations Profile:

• Strong character & integrity paramount.
• High degree of self-confidence; pleasant personality; well-presented
• Well organized / good time management skills / disciplined/ detail orientated.
• Self-starter able to work with minimal supervision.
• Team oriented.
• Flexible when necessary
• Ability to work under pressure.
• A strong communicator who is deadline and solutions driven.
• Strong work ethic and ability to operate in a fast-changing environment (building a business).
• Able to work as part of a highly innovative and competitive team, meeting demanding deadlines.
• A high degree of professionalism and business acumen