Associate Admin Documentation

Role Summary

The incumbent will perform administrative services such as renewals of licenses, the maintenance of insurance policies, maintaining external service provider documents, reviewing and forwarding utility bills and the provision of other administrative services.

Role Decription

Implements KPI’s and best practices for Admin Documentation

Promote cost consciousness and efficiency and enhance productivity, to minimise cost, avoid waste, and optimise benefits for the bank.

Act within the limits of the powers delegated to the incumbent.

Provide administrative services for all the Group’s departments and branches.

Maintain contact with external service and utility providers as per the delegated authority.

Maintain activities in accordance with Service Level Agreements (SLAs) with internal departments/units to achieve improvements in turn-around time.

Build and maintain strong/effective relationships with related departments/units to achieve the Group’s objectives.

Provide timely/accurate data to external/internal Auditors, Compliance, Financial Control and Risk when required.

Support the head of admin documentation in performing unit tasks.

Meeting QNB needs for shipments clearing.

Securing promotion campaign licenses

QNB vehicle fleet management, including registration renewals, insurance policy, fuel and minor services.

Receive utility and service bills (including electricity, water and telephone).

Perform tests on service and utility bills including testing accuracy, performing cost analysis and comparison with previous months and submit analysis to supervisor for review.

Submit bills to accounts for payment processing.

Prepare periodic reports as per the delegated authority.

Maintain the relationship with external service providers.

Respond and log customer concerns/ queries regarding administrative issues, escalate issues to the appropriate authority and follow-up till resolution.

Correspond with service providers to resolve any issues and maintain day to day services.

Renewals of services contracts and processing services invoices.

Develop the ability perform and prioritize various administrative services.

Proactively identify areas for professional development of self and undertake development activities.

Seek out opportunities to remain current with all developments in professional field.

Comply with all applicable legal, regulatory and internal compliance requirements including, but not limited to, Group Compliance Policies and Procedures (AML & CTF, Sanctions Policy, Data Protection Policy, Fraud Control Policy, Whistle Blowing Policy, Conflict of Interest and Insider Dealing Policy).

Understand and effectively perform your role under the Three Lines of Defence principle to identify measure, monitor, manage and report risks.

Ensure systematic good outcomes for clients in accordance with Conduct Risk policy.

Support the framework of RCSA, KRI, Incident reporting and remediation, as appropriate, in accordance with the Operational Risk Management requirements.

Maintain appropriate knowledge to ensure full qualification to undertake the role.

Complete all mandatory training provided by the Bank, attain, and maintain the required levels of competence.

Attend mandatory (internal and external) seminars as instructed by the Bank.

**Qualifications**:
University or diploma graduate preferably with a Major in Marketing, Banking, Finance, Accounting, Economics, Business Administration or Information Technology (related field of study).