Administrator Business – George, Western Cape at Absa Group Limited (Absa)

Job Summary

• Monitor, control, administrate & report on all aspects of budget, operations, compliance, business assurance, business continuity & risk in the business enablement environment.

Job Description

Administer & Monitor Financial Expenses & Budget

• Monitor all departmental expenses daily. Take corrective measures where required & list such on the track & trace document.
• Compile the monthly budget pack & obtain regional head sign-off.
• Monitor training costs pertaining to own department.
• Consolidate corporate card claims, pool vehicle statements & training expenses monthly.
• Compile the monthly variance report per budget item. Review & update the financial & departmental mandates (as required).
• Control & consolidate unallocated account (corporate cards) monthly.
• Balance, consolidate & communicate social club and/or CSI club accounts monthly where applicable.
• Update the regional management information tool (risk, finance & salient figures) monthly.

General Administration & Business Assurance Requirements

• Maintain & update sms distribution lists & departmental contact list on a monthly basis.
• Maintain a distribution & contact list as well as an updated list of all sites & outlets.
• Distribute sms messages to branch leadership when required.
• Capture & track all it related requests submitted on oasis.
• Consolidate & distribute bi-monthly departmental meeting minutes.
• Recommend enhancements to business administrative processes & templates to enable effective & efficient day to day operation of the office & optimal performance of the department.
• Perform role of switchboard operator, receptionist & host for the business unit offices & regional training centres where applicable.
• Manage the video conference, Absa channel & Polycom facilities.
• Administer office supplies in terms of stationery, printing & refreshments by ordering, distributing & stock control.
• Co-ordinate all local department travel & accommodation requests by obtaining authorisation from Manager⁄RH⁄HO, forwarding of requests to travel agent & managing cancellation of bookings.
• Submit monthly payment of all office accounts after authorisation is obtained from mandate holders.
• Maintain a filing system of all necessary documentation hard copy or electronic storage) & ensure annual archiving of old records.
• Maintain a departmental asset register listing in order to carefully identify, track & manage all it & non it assets.
• Maintain a register to manage the repairs & maintenance of the general office environment as well as all office equipment, furniture & fittings.
• Administer the departmental pool vehicles including monthly inspections, vehicle servicing, usage authorisation, licensing, tracking & petrol card usage.
• Compile & deliver all reports as per business assurance requirements & ad hoc requests received.
• Administer the project documentation filing process by establishing a project library & checking that staff are filing all project related documentation in designated project files.
• Monthly checking of all CRES costs & follow up on expenses not debited against the cost centre as well as to ensure that all CRES contracts are active.
• Maintain control over telephone expenses including driving cost savings & recovery of personal costs).
• Maintenance & updating of the regional intranet site where required.

Risk & Compliance Management

• Monitor & ensure the monthly back up of information on shared server.
• Maintain & manage access to shared server & document files on shared server.
• Compile & submit monthly conformance report.
• Adhere to all risk & compliance requirements as per business assurance checklist.
• Administer & monitor the OHS processes of the department by ensuring that a suitable health & safety representative, fire Warden, first Aider & Evacuation representative is appointed, trained & that this information is displayed in the office.
• Update the Business Continuity tool as per BU requirements & arrange BCM tests at the required intervals.
• Administer the Corporate card process by ordering cards for new staff, cancelling cards for resignations and/or transfers & managing limits.
• Create awareness amongst staff members regarding information security requirements by conducting monthly walkabout’s & complete & file the findings as per requirement.
• Create awareness amongst all staff regarding the control requirements related to physical & system access control & information security.
• Manage all access, equipment, parking allocations, keys & access cards.
• Maintain & control records management as per the laid down policy & procedures including maintenance of all records management registers, record keeping & destruction processes.

Engagement

• Conduct yourself in a professional manner with all internal customers, business units & learners via both face-to-face & email communication to ensure that our business unit remains the preferred business partner.
• Professional engagement with external suppliers, cleaning contractors, catering contractors, vendors, etc to ensure consistency of support.
• Professional engagement with your colleagues both locally as well as nationally to ensure collaboration & teamwork.

Experience Required: 

The success of everyone at Absa is measured by our ability to put our customers at the center of everything we do. To achieve this you will need the following:

• 2 – 3 years Banking/Financial services exposure.
• 2 - 3 years exposure in a Business Bank environment.
• Extensive knowledge in collating & preparing MI in graphical format on Word/PP/Excel.
• Knowledge of Microsoft office packages (i.e. Ms Word, Ms Excel).
• Time management skills 
• Interpersonal skills.
• Administrative skills.
• Proactive.
• Service orientated.
• No criminal record.

Education: 

• Minimum NQF level 5 – National Diploma ⁄ Higher Certificate).

Closing Date: 21st, April 2022