The Ugandan Jobline

• 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.

• 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.

• 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.

• 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.

• 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.

• 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

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