Administrative Officer

Job Description

Job Purpose :

• Manage the financial review and setting all payments on time.
• Reporting to Finance RE and Property Manager and responsible for Operation financial LPOs, invoices for MB office, EBSU and Branches across UAE Mashreq .
• Manage the financial review and setting all payments on time and follow up with CAD .
• To liaise with all stake holders, i.e. Business Group, Central Bank, Consultant, Service Providers, government Utilities etc
• Handling, RE & Asset transfer

Key result Areas :

• Monthly MIS
• Responsible for the Finance & RE works in terms of costs, ensure the proper and timely processing of all assigned tasks for timely completion
• Fixed Asset Verification and handling in system
• Communicate effectively with Suppliers and Group/Divisions
• Skillful Negotiation with related Suppliers
• Identify, check and develop all sources of supply
• Provide timely supplies to all Groups / Divisions
• Obtaining Credit Notes for unutilized Sector(s) from Travel Agents and follow up till its settlement to Bank.
• Market survey and awareness of rates from existing and new Hotels, Negotiate and obtain competitive rates with various hotels
• Coordinate with Group/Divisions on Travel related issues, issuance of LPO(s) in (Oracle System) on behalf of the whole Bank, as per request of Travel Coordinators for our internal staff(s) / external customers / New Recruits / Consultants etc.
• Maintain Petty cash for the Department. Update new Cost Centers in the current Programme. Make payment against proper Vouchers/Invoices. Maintaining proper and timely accounts on IOU’s. Reimbursement. Administer cash effectively with 0% shortage. Statements are sent to Central Accounts Dept. on monthly basis.
• Handling all Mashreqbank across UAE locations utilities Bills
• Handling Asset transfer in system for Bank Asset across MB UAE
• Checking and verification of invoices against Contract and Non-Contract along with chargeability
• Responsible for maintaining the financial chargeability, procurement records and update.

Operating Environment, Framework and Boundaries, Working Relationships:

• Extending support, service of general nature in line with the quality, cost, turn around time within the framework of expense authority delegated vide Admin.
• As a service provider, always keep good relationship, appropriate coordination with both external and internal customers at all levels.
• Internal, external customer complain on the quality of services, turnaround time to ensure solutions for these problems.
• Expected to have a high level of problem-solving / analytical ability using tools and alternatives at hand
• Show a proactive approach for problems requiring urgent attention and quick action for smooth operations

Knowledge, Skills and Experience :

• Graduate with a minimum of 4 – 5 years experience in Administration function in a reputed organization.
• Excellent command over spoken and written English.
• Computer literate – should have good knowledge of MS Office package.
• Knowledge on Oracle Purchase System and Oracle Finance.
• To have Excellent Communication and Negotiation Skills to get along with the staff(s) at all levels and various outside Vendors.
• Good control over Office Administration