Office Manager - DIFC

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:

• Greets and receives visitors and directs them to the concerned personnel / meeting room.
• Assists and answers 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, nominates staff for training programs.
• Assists the Head of HR & Admin in HR-related matters such as:
• Ensuring that staff document records are updated (visas, Emirates ID, etc.)
• Ensuring all job descriptions are completed, approved, and signed off.
• Handles ad hoc HR-related matters when required.

Administration Support:

• Attends to customer calls in a highly professional and pleasant manner, maintaining quick response and excellent services.
• Receives the entire Bank’s incoming mail through various methods. Ensures it is all stamped with the receiving stamp, registers the same in the relevant logbooks, and maintains the same in organized order. Arranges the mail and dispatches to concerned departments.
• Processes the purchase & payments of supplies (i.e., printed forms, stationeries, supplies, equipment, etc.) ensuring that the policies and procedures are being practiced.
• Updates all necessary records (such as PO & Contracts Register, etc.) for future reference.
• Oversees the renewals of all service contracts in the bank in coordination with business and legal departments.
• Manages advance cash and utility payments.
• Instructs and advises assigned team members on the physical inventories schedules while ensuring lists are coordinated with Financial Control records.
• Maintains key register for safes, fireproof, etc., key log for office filing cabinets, and stamp register.
• Assists the Department’s Manager with the following duties:
• Assists in preparing the necessities on renewal/issues related to different insurance policies (medical, PAR, EEI, etc.) of the bank.
• Supervises activities relating to operation and administration of communications systems, including telephones, access cards, etc., in coordination with IT.
• Negotiates and oversees effectively on general services contracts with vendors to obtain the best terms and conditions for the bank.
• Ensures vendors' regular maintenance visits are being scheduled and done; handles any ad-hoc maintenance requirements.
• Handles the filing of the department in a proper manner.
• Manages CCTV, Access Control, Alarm System requirements as per local regulations, including coordination with stakeholders and local vendors.

Qualification & Experience

• University degree.
• Minimum 4 years’ experience in HR/Admin.
• Facilities Management experience.
• DIFC experience is a must.

Competencies

• Teamwork initiative.
• Building and Maintaining Relationships.
• Problem solving.
• Results Oriented.

Skills

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

Applicants who are in the UAE will be considered.

Kindly send your application with a copy of your CV to: recruitmentuae@nbk.com

Only shortlisted applicants will be contacted.