Senior Manager Administration

Job Purpose

• Lead the Real Estate function for the DRB meeting the business requirement at the best competitive cost and optimal utilization of resources.
• Oversee and manage the Travel and other related services including the Hotel booking, Travel Arrangements, Protocol Services, Airport Pick-up / send-off.
• Ensure the reliable availability of the General admin services including but not limited to:
• Inventory, logistics, mail management and ensure that remote working staff is completely equipped to perform their job responsibilities.
• Fixed Assets management and ensuring the Insurance coverage and claim management through Group stakeholders.
• Ensure the overall Health & Safety and security of the employees, customers and visitors are adhered to as per the Mashreq policy guidelines and local regulations and best practices..

Key result Areas

Real Estate Management

• Lead the Site identification, negotiation of commercial and technical aspects the lease
• Coordination with technical teams / consultants to ensure the design is as per business needs while complying with Mashreq ESG principles and commitments
• Oversee the management of real estate projects; fit out to ensure timely and quality delivery.
• Review the terms and conditions of lease agreements in coordination with the Legal Department to ensure the Bank's interest are best protected
• Oversee the Facilities Management function and ensure that the delivery of service through supplier / vendors meet the Masrheq's Health and safety standards
• Ensure maintenance / repairs of buildings in a cost-effective manner.
• Ensure the maintenance team attends to complaints with regards office premises and/or any other administrative requirements of remote working staff.
• Coordination between various internal stakeholders such as (Tech., Marketing, Finance, Operations, Safety & Security, Legal) & external parties (Vendors, Project Managers, Architects, Contractors, Government bodies, Central Bank) to achieve successful completion of the project.

Admin Services

• Lead the purchases / procurement process of ensuring the quality consistency, standardization timelines and cost effectiveness of goods, furniture, office equipment, stationery and services (such as hotel reservation, ticket booking, grocery, water etc.
• Develop, implement and monitor Service Quality Standards and Supplier Quality Standards.
• Manage the relocation / renovation projects to ensure smooth transfer at the minimal cost and optimal utilization of available resources / fixed assets.
• Ensure compliance with legal, regulatory, Fire safety and environmental issues.

Safety and Security Services

• Ensure appropriate infrastructure is in place to comply with SBP guidelines and best practices related to security
• Ensure adherence to controls that govern the physical security and safety policies and standard operation procedures and disaster recovery plan.
• Liaise with Government authorities to ensure renewal of all licenses, permits and marketing promotions.
• Coordination with law enforcement agencies and other relevant private security groups and vendors.

Other Areas

• Lead the preparation of budgets, reflecting project rationale, projected investments, and paybacks, approvals and signed off and appropriately approved by Business team prior to any commitments.
• Comply with the policies for tendering, selection, appointing of the consultants and contractors. Ensure all contractual obligations are clear as to scope of work etc. and terms and conditions cover Mashreq Bank's interests.
• Manage the financial expenditure budgets of the project and monitor costs to ensure compliance with planned expenditure.
• Coordinate with operations for correct capitalization and categorization of projects within approved time limit
• Evaluate the effectiveness of all the functions provided by the department and work towards improvement

Operating Environment, Framework and Boundaries, Working Relationships

• The success of the job depends on understanding the needs for the Business , Authority Delegation Manual , service quality Standards , Supplier quality standards and loca; regulations related to the functions .
• All functions involve service to internal customers across the bank
• This requires close co-ordination and relationships with the ultimate user and supplier (internal and external customers – at all levels) due to requirements of turnaround time, quality and cost effectiveness.
• Job holder needs to continuously interact with senior managers of the bank and externally with vendors , Landlord and Local Authorities

Problem Solving :

• The nature of job is complex, varied and many a time of non-routine nature involving cross functional and multi-vendor / user implications.
• As most of the job involve multiple customers / suppliers, the management of interdependency is always a challenge and delivering on time and budget to everybody's satisfaction is a key requirement.
• The need to adhere to policies and standards always creates impatience among the internal customers which, if not handled properly, can lead to dissatisfaction despite a job well done.
• Managing expectations is the biggest challenge. Proper coordination in case of multi-vendor / user situation is essential as to ensure quality and timeliness of numerous non-routine requests for services.
• Job involves various constraints due to multi-party involvement. If not handled professionally and with patience, discontent or non-compliance could be the outcome.
• Managing suppliers with obvious and not-so-obvious agendas.
• Trouble Shooting , whenever required and including dealing with local authorities for various problems /issues which crop up from time to time

Decision Making Authority & Responsibility :

• Clear business-oriented decision making especially when engaging with landlords, suppliers and contractors to ensure safeguarding of the Bank's interests
• Responsible for ensuring that all requests for goods / services are approved by authorized personnel.
• Responsible for ensuring cost effectiveness and timeliness of the goods / services provided.
• Responsible of ensuring adherence to internal standards and external regulatory requirements

Knowledge, Skills and Experience

• Sound knowledge of administrative functions of a large organization.
• Sound knowledge of property management and related local regulations is essential.
• Innovative and resourceful.
• Proven leadership skills / qualities along with strong inter-personal, communication and organizational skills.
• Excellent command in spoken/written English.