Admin Officer at Rand Merchant Bank

Job Description

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 three years’ 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