Administrator Risk MI and Governance at Absa Group Limited (Absa)

Job Summary

• To perform risk and securities administrative duties, through the execution of predefined objectives as per agreed standard operating procedures (SOPs).

Job Description

• The purpose of the role is to co-ordinate and ensure that all office administration and logistics for the Business unit is delivered effectively and cost efficiently in order to maintain an effective support service in terms of system access to staff, IT logistics, office equipment, maintaining asset registers, catering, liaising with building logistics thereby ensuring an effective general office administration support as and when required.

Key Accountabilities:

Logistical Support

• Accurately plan, obtain approval for the monthly stationary supplies for the business unit requirements for the business and control the distribution thereof to employees within the business unit. Take accountability for the ordering of stationery via the SAP system and ensure controlled distribution.
• Coordinate and arrange all requests for new business equipment (e.g. computer, cellphone, 3G and desk phone) for new recruits and recovery and contract cancellations for employees leaving the employment at the bank (When   have given the AB numbers and ensure return of equipment on exits of employees).
• Action and co-ordinate the appropriate completion of the 416 process on the OASIS system (new employee take-on) effectively, to ensure that the correct office equipment is delivered on time, with the specified instructions and criteria.
• Initiate and implement cost-saving initiatives for example replacing of old equipment, monitoring of the cost of equipment and highlighting to line managers where cost are out of line.
• Liaise closely with all maintenance contractors when equipment is faulty or needs to be replaced.
• Manage all IT and non-IT assets including 3G, equipment, by maintaining an up to date register of all assets in business, on the SharePoint system.
• Conduct stock control and monitor safekeeping of current and surplus IT equipment within the business unit in accordance with business policy requirements.
• Coordinate the installation as well as the relocation of IT equipment as detailed in the business units IT project plans.
• Report and coordinate the resolution of problems regarding software and hardware (Absa systems, recording machines, proxima’s, Faxes and Photostat Machines etc.) to Absa Support Centre by following laid down procedures.
• Assist with Global Access e.g. test signal before broadcast, report faulty signals and ensure maintenance and fault, reporting of tv's, videos, decoders and projectors.
• Manage the key register on behalf of the business unit by updating monthly and ensuring that duplicate keys are kept in a dual control environment.
• Manage and update the asset register to reflect all assets correctly.
• Manage the allocation of functional and paper mandates by updating half yearly and submitting to relevant parties, including head office. Changes, updates and deletions to be done on request from business managers, these have to be hosted in relevant folder on SharePoint and distributed to head office.
• Liaise with building logistics on the maintenance and repair of air conditioners, access control and all building related matters affecting staff and escalate to Business Support Manager where large logistical changes are required or large costs are being incurred.
• Minimize expenditure by controlling the usage of stationary, telephone, internet and email facilities of assigned cost centres.
• Manage and oversee the store room for the business unit where required.

Financial Processes and Vendor Payments

• Confirm validity and legality of all payments, by ensuring that the invoices are correct, i.e. made out to the right parties and that the invoices include the appropriate VAT numbers.
• Prepare and complete documentation for payment before sending the documentation to Accounts Payable Department for payment.
• Check and verify that all requests for payments are authorised by a mandated official/cost centre manager, by verifying signatures, checking paper mandates and cost centre structures
• Forward payment documentation to Account Payable Department and follow up on the status of payments with the relevant parties.
• Keep stakeholders (i.e. cost centre managers) informed on their payment requests, for example if a payment is complete, or if there is still outstanding requirements this space.
• Report monthly on Business Unit spending in terms of sundry expenses
• Order promotional items as requested by line management, arrange payment for marketing events and be involved in all arrangements pertaining to sponsorship and marketing events for the unit.
• Prepare monthly financial reconciliations with regards to the trial balance.

General Office Administration

• Provide general administrative support to the function for which the role is responsible including:
• Track and coordinate bursary applications and ensure alignment with OPEX budget
• Implement an effective physical filing system for the business unit and ensure that all documentation is stored appropriately and effectively.
• Manage the SharePoint site on behalf of the team and ensure all relevant documentation is kept up to date and appropriately posted.
• Take responsibility for appropriate administration of all team meeting related activities namely minutes, agenda, arrangement of venues for business area and filing of records.
• Distribute daily management information to Line Managers.
• Manage WEBICA admin function on behalf of the applicable unit to transfer applications between CA’s and archive old applications.
• Action daily required EOS/System listings for sign off by management to prevent risk and losses to the business.
• Maintain stop notice register and ensure that all staff are aware of the latest updates
• Do all administration related work with regards to the PAT register.
• Draw daily Customer Complaints listings, channel to correct employee and follow up on resolution
• Arrange all Sales Funnel meetings, compile financial packs monthly and give weekly feedback to regional office
• Support the management team in arranging teambuilding sessions and channeling important communication to staff.
• Together with the HRBP manage the Business unit cost centre structure on behalf of the business unit on SAP.
• Update and distribute functional information - telephone list monthly, organizational structure, etc. to all Business unit staff and stakeholders monthly.
• Check and verify that all applicable staff have the necessary system access e.g. IMSP, ARMS etc. including password resets.
• Print, distribute and post general communication in the business area to ensure all staff are aware of latest developments, policies, procedures and updates.

Risk Administration

• Assume responsibility as OHSA representative and report all hazards with regards to the working environment to the relevant stakeholders namely Occupational Health and Safety (OHSA) representative, to ensure that the area is aligned to the OHSA standards.
• Arrange and coordinate OHSA training as and when required
• Maintain administration in respect of credit cards, cell phones and gift registers by updating and reporting to head office monthly
• Maintain the business continuity plan for the unit. This function includes the testing phases and disaster recovery site establishment, with regular up to date feedback to business.
• Timeously feedback to regional office on all ad hoc returns and attestations
• Function as Loc-Sec and Record Management representative of unit.

Team Work and Service Orientation

• Responsible for efficient and effective workflow in own portfolio, proactively seeking to maximise productivity and continually acting upon opportunities for process and system improvements
• Work closely with other members of the team to deliver outstanding performance and measure self against achievement of service standards.
• Take responsibility for routine duties on a rotation basis with other members of the team in order to contribute to high team performance.
• Contribute to an environment of mutual support by sharing knowledge with other team members on day to day activities
• Attend team meetings and contribute fully, including suggestions for ways of improving customer service and turnaround times.

Perform all other duties as reasonably assigned.

• Attend to queries and escalate to Line Manager in the event of non-resolution.
• Ask questions to ascertain customer needs and respond effectively, ensuring high quality of work and by meeting the required deadline.
• Take ownership when dealing with customer requests, offer solutions and conclude complaints constructively

Competencies:

• Values Driven
• Digitally Empowered
• Customer Obsessed
• Exceptional Team Player
• Creative Problem Solving
• Drives Results
• Pan African Citizen

Minimum Requirements:

• Administration Diploma or an NQF level 5
• Preferably NQF level 6 qualification
• 3 years’ experience in an administrative role
• 3 years’ experience in an Administration role in a Banking environment related to the Business Unit
• Preference will be given to South African Citizens and Permanent residents of South Africa in possession of proof of permanent resident status

General

• The appointment will be made in line with the Divisional Employment Equity strategy
• There is no referral payment option for this requisition

Education

• Higher Diplomas: Business, Commerce and Management Studies (Required)

Absa Bank Limited is an equal opportunity, affirmative action employer. In compliance with the Employment Equity Act 55 of 1998, preference will be given to suitable candidates from designated groups whose appointments will contribute towards achievement of equitable demographic representation of our workforce profile and add to the diversity of the Bank.

Absa Bank Limited reserves the right not to make an appointment to the post as advertised