Senior Administrator- Operations and Admin

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- With over 100 years of rich history and strongly positioned as a local bank with regional and international expertise, a career with our family offers the opportunity to be part of this exciting growth journey, to reset our future and shape our destiny as a proudly African group.Job Summary

The role will support internal stakeholders in the Finance Management function. It is required to execute and ensure that all office administration and logistics for the Function are delivered effectively and cost efficiently to maintain an effective support service in terms of invoice payments, purchase orders and equipment orders, thereby ensuring an effective financial administrative support and general office administration support. Stakeholder engagement, prioritization, a sound financial administration understanding and the ability to meet deadlines are key success factors.

Operations and Administration support: Provide administrative and operations support and advice against standard operating procedures including tracking and reporting.

Ad Hoc duties: Provide support to customers and team as required to ensure team performance on an ongoing basis.

Compliance and Risk Management: Fulfil all activities in adherence to relevant control and compliance requirements, and quality standards.

**Job Description**:
Accountability: Finance Management Support
- Execute and capture invoices, purchase orders and requests received from business.
- Execute all requests received for peripheral equipment (e.g. mobile devices, data sim, headsets, software, screens) for new joiners and existing staff
- Review all relevant documentation against the required standards before capturing invoices, purchase orders, top ups and other requests.
- Communicate, resolve, and escalate any issues being experienced with requests to ensure timeous payment of invoices
- Assist in managing closure of purchase orders timeously when funds are depleted or when a contract has come to an end.
- Ensuring that expenditure is allocated to the correct commodity and GL accounts, correct cost centres/Project codes, supporting documents attached.
- Administer the complete and accurate centralised capturing of all invoices, purchase orders and requests on the relevant internal tracking tools to aid monitoring and reporting
- Proactively ensure that all Coupa requests are timeously approved by relevant parties
- Provide proof of payments to business timeously.
- Take ownership when dealing with customer requests, offer solutions and conclude complaints constructively
- Obtain the necessary knowledge and understanding regarding the different types of payment processes to follow (i.e., invoices, purchase orders, exceptions, non-catalogue training, bursaries, etc.).
- Action the creation of new vendors on the Coupa system ensuring all relevant documentation is obtained and issues resolved
- Action the appropriate completion of requests on Service Now - Request Something system (new employee take-on and existing employees) effectively, to ensure that the correct office equipment is delivered on time, with the specified instructions and criteria.
- Build relationships with relevant stakeholders and support areas, to understand their process workflow and to ensure delivery in terms of shared objectives.

Accountability: Team and customer service delivery
- Work closely with other members of the team to deliver outstanding performance and measure self against achievement of service standards.
- Take responsibility for routine duties on a rotation basis with other members of the team to contribute to high team performance.
- Contribute to an environment of mutual support by sharing knowledge with other team members on day-to-day activities
- Responsible for efficient and effective workflow in own portfolio, proactively seeking to maximise productivity and continually acting upon opportunities for process and system improvements
- Attend team meetings and contribute fully, including suggestions for ways of improving customer service and turnaround times.
- Attend to queries and escalate to Line Manager in the event of non-resolution.
- Ask questions to ascertain customer needs and respond effectively, ensuring high quality of work and by meeting the required deadline.
- Take ownership when dealing with customer requests, offer solutions and conclude complaints constructively Accountability: Customer Service Orient
- Take ownership when dealing with customer requests, offer solutions and conclude complaints constructively
- Perform all other duties as reasonably assigned

Accountability: Risk Management practices and behaviours
- Constantly maintain the internal control processes to improve performance and accuracy of reporting by ensuring adherence to the specific timelines, checklists, and internal procedures.
- Understand role in the business end to end processes, including applicable risks and controls an