Manager, Administration & Procurement

Job Description

Job Purpose:

Plan, develop, implement and manage various services related to property management, office premises, maintenance of physical infrastructure, security systems, payment processing, building projects and office maintenance efficiently and cost effectively to support smooth functioning while ensuring compliance with statutory requirements and Bank's policies.

Manage Strategic Sourcing with responsibility and accountability for:

• Admin, Insurance, Courier and related spends.
• Manage end to end sourcing cycle with respect to assigned categories / sub-categories of spend.
• Proactive spend management, stakeholder engagement and strategy.
• Exploring new and innovative ideas for automation, modernizing and simplifying the process, cost-effectively and with value added.

Key Result Areas:

• Manage space planning, interior design and fit out of the branch premises.
• Review of the new premises for technical feasibility and approved budget.
• Manage all Fit out services, to ensure the required quality, standards and best practices are implemented and exceeded where possible.
• Events Management
• Manage all facility service contracts and apply contract performance measures in line with the agreed master services agreement.
• Manage the branch’s asset life cycles which includes asset write off and transfer.
• Manage the branch’s ESG commitments as per Mashreq’s environmental policy as well as green certification, building energy and waste reduction initiatives.
• Asset management: disposal, write off, tagging and tracking.
• Premises infrastructure upgrade projects, enhancement, reactive and proactive maintenance.
• Management of all Facilities Management contractors for hard and soft services
• Project management to upgrade all our premises infrastructure for sustainable operation
• Managing and monitoring Admin. Annual Budget, petty cash, etc.
• Managing all admin SOPs and policies
• Internal control of policies, SOPS and Risk Management control within PRISM
• CB approvals for MB Location.
• Invoice checking /clearance for payment /PO issuance
• Oversee health, safety, environment, security, emergency and crises management standards for the branch to ensure all contingency measures are catered for
• Ensure compliance with local safety legislation, security compliance, emergency procedures, etc.
• Responsible for the protection of people, property, information and reputation against security threats to the branch
• Issuing and managing access fobs for staff, visitors & vendors
• Business continuity plan management
• Incident Management
• Implement Global Procurement Policy and SOPs
• Prepare and implement procurement alignment policy and SOPs
• Rollout of ERP Oracle Procurement Fusion system.
• Identify suitable third-party Suppliers/vendors for meeting business stakeholder requirements arising from time to time.
• Maintain strict compliance with the Confidentiality and Non-Disclosure Agreements and principles.
• Coordinate with Head office Global Procurement team for all required reporting and procurement to ensure compliance with Global Procurement Policy and reporting.
• Ensure Compliance with Third Party Risk Management (TPRM) policy for all procurement, vendor onboarding, contracts renewal and termination, etc.
• Ensure Compliance with Anti Bribery Corruption (ABC) policy and integrate the same in all procurement processes.
• Registration of Vendors as per Procurement Policy.
• Timely floating of RFx and issuance of LPO’s.
• Management of Physical Contracts in a manner where they are easily retrievable and ensure timely & accurately up-dating of data and annual reconciliation.
• Prepare monthly, quarterly and annual procurement reports and share with Head Office Global Procurement Team.
• Ensure compliance with Operational Risk policy for Risk Control and Self-Assessment (RCSA) and submit data in PRISM system as per agreed frequency.

Knowledge, Skills and Experience:

• Ability to interact effectively with senior representatives of key stakeholders, including vendors, real estate agents and internal departments of Mashreq.
• At least 5 years of experience performing a similar role, preferably at a financial institution regulated by PRA and FCA.
• University education or equivalent on the job experience.