Head of Administration Employment Opportunity – Equity Bank

Job Title:    Head of Administration
Organisation: Equity
Bank
Duty Station: Kampala,
Uganda
Reports to: Executive
Director
Job Ref: EBUL
ADMIN/01/2018
About US:
Equity Bank is one
of the region’s leading banks whose purpose is to transform the lives and
livelihoods of the people of Africa socially and economically by availing them
modem, inclusive financial services that maximize their opportunities. With a
strong footprint in Uganda, Kenya, Tanzania, Rwanda and South Sudan, Equity
Bank is now home to nearly 9 million customers, the largest customer base in
the Eastern African Region.
Key Duties and Responsibilities: 
Administration
  • Assist the departmental heads in
    providing administrative support in accordance with established processes
    and procedures.
  • Process activities/paperwork relating to
    travel, logistics, vehicle maintenance and insurance.
  • Responsible for security and safety of
    all goods, materials and equipment held at Head Office as well as
    co-coordinating the security of the branch network in liaison with the
    Security Officer.
  • Processing of documents and materials
    (e.g. contracts, vendor orders, schedules, insurance claims, purchase
    orders).
  • Ensure the bank’s assets and equipment
    are reviewed on a quarterly basis.
  • Supervise and control the bank’s Archives
    and Storage unit and ensure it is properly managed.
  • Provide other administrative support to
    all service centers as may be required from time to time.
  • Advise on cost saving initiatives.
Procurement
  • Development of the procurement
    budget/plan for the bank and ensure purchases are within budget.
  • Work in close liaison with the
    respective departments, assist in the negotiation of contractual
    arrangements with suppliers. Monitor inventory of office supplies and the
    purchasing of new material with attention to budgetary constraints.
  • Ensure compliance to policy, processes
    and procedures for procurement of goods and services.
  • Process and present expenditures to the
    “Authority To Incur” (AIE)/ Procurement Committee for approval.
  • Responsible for the management of the
    stores and controlling any stock therein.
  • Perform weekly monitoring to ensure
    documentation and goods are received from suppliers and sent to required
    location according to specification and timings.
  • Produce periodic warehouse reports
    highlighting issues. Ensure monthly physical reconciliations are made
    together with the monthly stock reports before submission.
Fleet Management
  • Through effective management of the
    logistics team establish and maintain vehicle fleet management.
  • Ensure the vehicles are maintained in
    optimum condition and used cost effectively.
  • Ensure that vehicles and generators are
    serviced and that fuel is used economically (value for money) and
    adequately accounted for.
  • Keep vehicle maintenance schedules and
    properly maintain vehicle movement schedules.
  • Ensure generation of and action on
    monthly vehicle management report.
  • Ensure staff are billed for private
    mileage. Monitor private vehicle use policy and ensure it is upheld or
    recommend any changes.
Infrastructure and
Property Management
  • Draft and as applicable, review all
    leases and contracts for lease property including premises, equipment and
    advise management on their fairness and correctness.
  • Monitor management of all warehouses and
    office lease and ensure timely reviews, terminations and renewals.
  • Work closely with the Infrastructure
    team and provide support as may be required from time to time.
  • Follow up with the infrastructure team
    to ensure that projects are progressing well and within the agreed
    completion time.
Staff Supervision
and reporting
  • Supervise the Procurement and
    Administration team.
  • Train, mentor and coach staff for
    personal development.
  • Handling staff matters in liaison with
    the HR department e.g. Performance Appraisals, Leave, Medical e.t.c.
  • A monthly detailed state of assets and
    equipment purchased for the bank.
  • A monthly requisition status on
    procurement.
  • A monthly stock listing of all stored
    goods and Cargo on transportation.


Qualifications, Skills and Experience: 
  • The applicant for the Equity Bank Head
    of Administration job placement must hold a Master’s Degree in a Business
    related field and/or a professional qualification or relevant
    qualification in Procurement and Logistics will be of added advantage. A
    Minimum of a Bachelor’s Degree in a Business related course.
  • Five years of experience in Procurement
    and Administration is desirable.
  • In-depth understanding of Office
    management procedures and departmental and legal policies.
  • Effective communication skills and
    report writing skills
  • Ability to formulate options and make
    recommendations to solve issues
  • Demonstrate strong interpersonal skills
  • Strong leadership skills
  • Ability to work under minimum
    supervision
  • Very high degree of Ethics and
    Integrity.
  • Ability to work on own initiative and
    under pressure and to meet deadlines
How to Apply:
If you believe you
are interested in joining the banking sector at Equity Bank, please send your
application along with a detailed Curriculum Vitae and copies of the relevant
certificates and testimonials quoting the Job Title or Ref. No. (Check at the
Top of Advert) to:  recruitment@equitybank.co.ug or to post to:
The Human Resources
Manager,
Equity Bank (U) Ltd,
P.O. Box 10184
Kampala
Deadline: 31st May 2018
For more of the
latest jobs, please visit 
http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline




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