Administration Manager

Job Purpose

Lead, direct and manage the following functions of CoE Pakistan:-

Purchase, Leasing & Maintenance of:

• Good and services
• Office Supplies
• Stationary
• Hospitality, Hotels, Service Apartments,
• Travel Arrangements complete process
• Visa ,Protocol Services,
• Airport Pick-up / send-off.

Properties:

• Maintenance of all CoE premises directly or through the third parties.
• Identification of premises for leasing, outright purchase,
• lease negotiations and renewals.
• All logistics associated with opening new premises.
• Managing all matters related to properties (owned, rented) including maintenance, repairs, insurance, rent collection, security and adherence to related regulations.

General Services:

• Repair of buildings, offices including relocation, planning, shifting, and coordination with all related services e.g. IT, Cabling, Electrical, builders, contractors, landlord, furnishing, interior designing, until the move happens and the office settles down.
• Inventory Management: Supervise warehousing and logistics, contracts with courier companies and ensuring remote working staff is completely equipped to perform their job responsibilities.
• Maintain updated list of Fixed Assets with the Insurance company. Liaison with insurance company to file claims of Fixed Assets.
• Responsible to look after overall Health, Security & Safety of employees

Key result Areas

• Identify new locations / remote working space for Co
• Management of projects; fit out, renovation and relocation of new / existing CoE at best competitive cost and optimal utilization of resources / fixed asset
• Ensure maintenance team attends to complaint with regards office premises and/or any other administrative requirements of remote working staff.
• Direct (including re-engineering stream line) the purchases / procurement process to ensure quality consistency, standardization time lines and cost effectiveness of goods, furniture, office equipments, stationary and services such as hotel reservation, ticket booking, grocery, supplying water….etc.
• Develop, implement and monitor Service Quality Standards and Supplier Quality Standard
• Ensure maintenance / repairs of buildings in a cost effective manner.
• Liaise with owners of properties for existing / new location of branches / offices
• Review the terms and conditions of Tenancy Contract / obtain Legal Department opinion and arrange the issuance of rental payment.
• Ensure adherence to controls that governs the physical security and safety policies and standard operation procedures and disaster recovery plan.
• Manage the relocation / renovation projects to ensure smooth transfer at the minimal cost and optimal utilization of available resources / fixed assets.
• Monitor cost Liaise with Government authorities to ensure renewal of all licenses, permits and marketing promotions.
• Effectiveness of all the functions provided by the department. · Preparing the estimate budget, real estate, reflecting project rationale, projected investments, revenues, expenses, breakeven periods and paybacks, approvals and signed off by delegated proper Business approvals prior to any commitments
• Comply with CoE Pakistan's policies for tendering, Selecting, appointing 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 monitors costs to ensure compliance with planned expenditure. · Ensure compliance with legal, regulatory, Fire life & safety and environmental issues.
• Coordination between various internal (Tech., Marketing, Financial control, Operations, Safety & Security, Cash management and Legal )& external parties ( Vendors, Project Managers, Architects, Contractors, government bodies, Central Bank) to achieve successful completion of the project.
• Coordinate with operations for correct capitalization and categorization of projects within approved time limit
• Safety and security access review , CCTV complete knowledge

Operating Environment, Framework and Boundaries, Working Relationships:

• The success of the job depends on understanding of the administrative needs of business, Authority Delegation Manual, Service Quality Standards, Supplier Quality Standards and local regulations related to the functions
• 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.
• 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 internally with Senior Managers of the Bank and externally with vendors, tenants and Local Authorities

Problem Solving:

• The nature of job is complex, varied and generally 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 every body's satisfaction is a real achievement which is more often a never ending challenging then a job
• 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 service
• 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:

• Decision on renting out flats / offices / shops
• Standardization and utilization of available resources including fixed assets. · Responsible to ensure that all requests for goods / services are approved by authorized personnel
• Responsible for providing appropriate solutions to the users.
• Responsible to ensure cost effectiveness and timeliness of the goods / services provided.
• Responsible to ensure adherence to internal standards and external regulatory requirements.

Knowledge, Skills and Experience

• 10+Year Sound knowledge of administrative functions of a large organization.
• Sound knowledge of Safety and security , property management.
• Knowledge of related local regulations is essential.
• Innovative , dedicated and resourceful.
• Proven leadership skills / qualities along with strong inter-personnel, communication and organizational skills.
• Computer skills (Windows environment, MS Project…..etc)
• Excellent command in spoken/written English.