Job Purpose Statement
Coordinating various administrative, financial, and operational activities including managing vendor relations, monitoring inventory and office supplies, maintaining departmental records, and supporting internal business processes to ensure the efficient operation of the corporate services department.
Key Responsibilities
Financial
Verify invoices and facilitate timely payments for vendor services in line with the organization's policies and procedures.
Monitor the issuance and re-ordering of office supplies, ensuring accurate tracking of expenses and costs.
Obtain and process payments for utility bills, ensuring compliance with deadlines.
Support inventory management by tracking and maintaining accurate records and preparing regular inventory reports.
Review prices of consumables and suggest cost-effective alternatives and substitutes to optimize expenditure.
Customer
Liaise with various departments to improve bank operations by facilitating clear communication and efficient delivery service.
Maintain and update accurate inventory data and communicate relevant policies and procedures to staff.
Keep updated records of branch and departmental requests on the Electronic Document Management System (EDMS).
Follow up with vendors and suppliers to ensure timely delivery of goods and services as per Local Purchase Orders (LPOs).
Follow up with departmental approvals request and issuance of LPOs.
Internal Business Process
Maintain departmental records and filing systems, ensuring they are up to date, organized, and easily accessible.
Schedule maintenance for office equipment and coordinate with service providers for timely repairs and servicing.
Support project planning and implementation by assisting in coordination, scheduling, and documentation.
Manage corporate taxi platforms, validate trips, and ensure proper usage and reporting.
Act as the Environmental, Social, and Governance (ESG) champion for the department and the Bank, promoting sustainable practices and initiatives.
General Administration
Schedule meetings, take minutes and manage calendars for the corporate services team and other relevant stakeholders.
Handle correspondence and phone calls, ensuring efficient communication within and outside the department.
Organize and maintain filing systems for both physical and electronic documents to support easy retrieval and compliance.
Prepare reports, presentations, and other documents as needed to support the corporate services function and senior management.
Facilitation of board meetings and any other assigned executive training.
Job Specification
Academic
Minimum Education Level: Bachelor's degree in business administration or equivalent
Desired Work Experience
Proven experience in corporate administration, office operations, or logistics coordination within a structured organization.
Strong ability to coordinate service requests and communicate effectively with internal departments and external vendors.
Highly organized, with good time management and the ability to handle multiple priorities concurrently.
Detail-oriented, with a strong focus on accuracy, documentation, and adherence to internal procedures.
Proactive and self-driven, able to work independently while escalating issues appropriately.
Professional, discreet, and reliable, with strong interpersonal skills and sound judgment.
Comfortably working in a fast-paced corporate environment and adapting to changing priorities.