HR & Administration Officer

Job Purpose

• Performs a combination of Administration and Human Resources duties in support to the Head of HR & Administration, to provide HR & Administration support to all branches of the bank in UAE.
• Receive and transfer all customer calls to the appropriate areas of the Bank and ensure that incoming and outgoing mail of the Bank is handled in an accurate manner.

Key Responsibilities & Accountabilities

HR Support:

• Assist and answer HR questions and inquiries across the bank in person, over the phone, or through email, in coordination with the manager.
• In coordination with various departments, nominate staff for training programs (EIBFS and others if any) and:
• Make sure training schedules are updated in daily attendance and update the training tracker.
• Ensure training certificates and evaluations are updated and filed.
• Coordinate with EIBFS and staff for any issues.
• Assist the Head of HR & Admin in HR-related matters such as:
• Ensure that staff document records are updated (visas, Emirates ID, etc.).
• Ensure all job descriptions are completed, approved, and signed off.
• Handle ad hoc HR-related matters when required.

Administration Support:

• Attend to customer calls in a highly professional and pleasant manner, maintaining quick response and excellent services.
• Receive the entire Bank’s incoming mail through various methods. Ensure it is all stamped with a receiving stamp. Register the same in the relevant logbooks and maintain the same in organized order. Arrange the mail and dispatch to concerned departments.
• Process the purchase & payments of supplies i.e. printed forms, stationery, supplies, equipment, etc., ensuring that the policies and procedures are being practiced.
• Update all necessary records (such as PO & Contracts Register, etc.) for future reference.
• Oversee the renewals of all service contracts in the bank in coordination with business and legal departments.
• Manage advance cash and utility payments (i.e. DEWA, Salik & Etisalat) in both branches. Manage and update NBK branches various registers as below:
• Assets register by instructing and advising assigned team members on the physical inventories schedules while ensuring lists are coordinated with Financial Control records.
• Key register for safes, fireproof, etc., Key log for office filing cabinets, and Stamp Register.
• Assist the Department’s Manager with the following duties:
• Assist in preparing the necessities on renewal/issues related to different insurance policies (medical, PAR, EEI, etc.) of the bank.
• Supervise activities relating to the operation and administration of communications systems, including telephones, access cards, etc., in coordination with IT.
• Negotiate and oversee effectively on general services contracts with vendors to obtain the best terms and conditions for the bank.
• Assist on outsourced contracts such as tea ladies, security guards, etc.
• Ensure vendor’s regular maintenance visits are being scheduled and done; handle any ad-hoc maintenance requirements.
• Assist partially on related work for opening a new branch or relocating a branch.
• Handle the filing of the department in a proper manner.
• Manage CCTV, Access Control, Alarm System requirements as per local regulations including coordination with stakeholders and local vendors.
• Run routine inspections within the bank including supervising the monthly and quarterly service PPMs within the bank including its branches.

Qualification & Experience

• Attested University degree
• Minimum 4 years’ experience in HR/Admin preferably in the banking sector
• Technical background related to CCTV, Alarm & Access Systems
• Facilities Management experience

Competencies

• Developing others
• Teamwork initiative
• Building and Maintaining Relationships
• Problem solving
• Results Oriented

Skills

• Ability to resolve issues quickly and effectively using own initiative and common sense
• Attention to Detail and Accuracy
• Excellent computer skills
• Strong oral and written communication skills
• Strong interpersonal relations skills
• Strong knowledge of the bank’s and regulatory policies and procedures

Note:

• Only candidates with UAE experience and currently in the country are preferred.

Please send your application to recruitmentuae@nbk.com with the job title in the subject.

Only shortlisted candidates will be contacted.