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Administration Assistant 63 views1 application

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Job Description

Job Purpose
Support Administration Manager for day to day business

Key Result Areas:

  • Prepare daily invoice/Vostro and scan EDMS to CAD-CP (for All vendor and services payment)
  • Process expense and simultaneous update status of expense tracker –ongoing as per invoice receipt
  • Prepare VAT invoice tracker – non VAT tracker
  • Preparing daily LPO, Fax and Inter-Office memo for CH approval, to branch OPS for expenses (regulatory payment, vendor payment related to utilities, Benefit, GOSI, Franking machine refilling for stamping mail etc) and other urgent expenses.
  • Take all vendor telephone calls, evaluation and e-name check vendors
  • In-charge of vendor cheques collection and records – and prepare tracker for vendor payment
  • Assist in procurement for both offices – compliance with Bank vendor management policy – to look for 3 quotations
  • Provide clerical support and assist in handling all staff daily enquiries
  • Responsible for maintaining grocery for both Branch and Corporate Office –prepare requisition order to the vendor-
  • Assist admin manager implementing security and safety in both Branch and main office
  • Admin RCSA Checker/ Maker
  • Medical insurance addition – deletion
  • BIBF – course registration, training log and update on DNA tracker.
  • Hotel and Travel arrangements for guests and staff, and meet and assist Bank guest at airport and assist if need the IBG Corporate guest to visit Bank clients
  • Assist for LMRA, staff new work permit/ renew permit/ E-visa (for staff, their family and relatives)
  • Assist in preparing month provisions and reconciliation against budget
  • Assist in Renewing Bank CRs and BCCI membership
  • Pay bank utilities bills – EWA, LMRA and GOSI, etc. for both licenses.
  • In charge of CBB dispatching and corresponding.
  • Assist in renewing post office annual rent, in charge of register mail and pick up daily mail from post office once every week or in urgent needed.
  • Support running fixed asset register, verification and write off / depreciation of old asset. Maintain an adequate inventory of office supplies and monitor usage.
  • Disseminate mail and other general communications to staff
  • Assist in daily outgoing and incoming shipment internationally and locally
  • General Admin support for maintenance of premises and repair of office equipment.
  • Maintain the filing system and file all necessary correspondence and keep the filing area organized and tidy
  • Provide word processing and clerical support.
  • Responsible for maintaining the stationery for the branch.
  • Provide Admin support to all managers at Branch (CS manager, Ops manager).
  • Coordination between Admin Department and other Divisions by providing quality services and monitoring the turnaround time of each function of all the job in Admin Dept. by supporting Admin Helpdesk.
  • Scrutinize in ward faxes to concern and requests to Admin helpdesk.
  • Improve and strengthen the service culture to achieve customer satisfaction i.e. simplify, standardize the present processes.
  • Necessary support to all Admin Units, General Service Unit, Property Unit, Engineering Unit, Call Operator, Public Relation Unit.
  • Verifying and preparing hotel reservations for payment and updating in Admin. Applications Program once approved by Admin Manager.
  • Making minutes of meeting, meeting request.
  • Arabic / English correspondence.
  • Assist managing bank archive documents and monitor mechanism with outsource company (3rd party), and maintain annual examination in compliance with regularity rules.
  • Mailing on time and ensuring mail records are maintained.
  • Additional support to Admin Manager in Audits and Budget exercise
  • Perform regular cost center and expense reviews and highlight inefficiencies and opportunities to Admin manager for improvements

Knowledge, Skills and Experience

  • 1-2 years’ experience as Administration / Finance Assistant.
  • Possess a friendly manner
  • Excellent communication and customer service skills
  • Excellent command over written and spoken English and Arabic.
  • A sound knowledge of the organization they work for
  • To be well organized
  • Have initiative to learn
  • To be good at handling difficult people
  • Patience with Customer
  • Tact and always in good manner.
  • IT skills, fully computer literate and knowledge in MS office good working (word, Excel, Power point).

Work Location: Bahrain-Manama
Group: International Banking Group
Job Posting: Sep 9, 2019

Job Details

Job LocationManama, Bahrain
Company IndustryBanking
Company TypeUnspecified
Job RoleSecretarial
Employment TypeUnspecified
Monthly Salary RangeUnspecified
Number of VacanciesUnspecified
  • This job has expired!
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