Adminstration and Maintenance Manager

The Job Holder will be responsible for overseeing the daily operations of the bank’s administrative functions and facilities maintenance. This includes managing the vehicle fleet, administrative services, procurement, stationery, the various vendors, building maintenance, etc

Fleet Management:

•Managing the fleet to ensure that demands are met on a timely basis.

•Monitor the bank's vehicle tracking system.

•Oversee the daily operations and maintenance of the bank’s fleet of vehicles.

•Ensure that vehicles are properly maintained and serviced according to schedule.

•Track fleet expenses and provide regular budget reports.

•Coordinate with external service providers for repairs and routine maintenance.

•Monitor fleet usage to ensure cost-effective operations and compliance with safety regulations.

•Manage the team of drivers, with high expectations in terms of levels of service, courtesy and driving standards.

 Procurement Process:

•Always ensure strict adherence to the procurement guidelines and procedures.

•Regularly provide detailed reports to management, highlighting key metrics, progress, and any potential issues within the procurement process.

•Continuously reevaluate and update the procurement policy/process as and when required, issuing tenders where required and on a timely basis.

•Reviewing and adjusting the supplier selection process when required to maintain quality, cost-efficiency, and reliability.

 Administrative Management:

•Oversee the management of stationery and office supplies for all departments, ensuring that inventory levels are maintained and that supplies are readily available to staff.

•Implement an inventory control system for stationery to ensure supplies are ordered and replenished on time and keep records of purchases and usage.

•Collaborate with other departments to ensure timely and efficient administrative support.

•Maintain accurate records and filing systems in compliance with company policies.

•Keep stationery costs within budget, while implementing a cost control that ensures we get value for money.

 Facilities duties:

•Oversee daily building maintenance and ground management, ensuring facilities are well-maintained and presentable.

•Coordinate with maintenance staffs and vendors to ensure that all work orders are completed promptly and efficiently.

•Manage cleaning services and ensure the building remains hygienic and welcoming.

•Keep maintenance costs within budget, while implementing a cost control that ensures we get value for money.

 Business Continuity:

•Collaborate closely with the Business Continuity Planning (BCP) Lead to ensure the implementation of effective security measures across all departments and facilities.

•Develop and implement emergency plans for various scenarios (fire, flood, medical emergencies, etc.) and ensure the swift restoration of operations with minimal disruption.

 Security Management:

•Regularly review and update the security processes and policies.

•Identify and highlight any high-risk areas that could compromise the safety and security of the bank.

•Ensure that all security systems, including the alarm system, cameras, and water pumps, are thoroughly always tested and fully functional.

•Implement and maintain a robust access control system to ensure that only authorized personnel can access restricted areas and regularly monitor and update the system to address any vulnerabilities.

 Leadership and Staff Management:

•Provide leadership and direction to all team members under your supervision, setting clear goals, expectations, and deadlines.

•Monitor team performance and report on key performance indicators (KPIs) and metrics..

•Delegate tasks efficiently and ensure that employees understand their roles and responsibilities.

•Address and resolve team member issues, concerns, or conflicts in a timely and effective manner.

 Compliance and Reporting:

•Ensure that all activities, both administrative and maintenance-related, comply with relevant policies, procedures, and regulatory standards.

•Maintain detailed records of maintenance activities, facility inspections, and incidents.

•Prepare and present reports on facilities’ status, fleet usage, and administrative efficiency as required by senior management.

Event and Facility Management:

•Oversee the preparation, usage, and clean-up for special events held at the bank’s facilities.

•Coordinate logistics, staffing, and maintenance requirements for events to ensure smooth execution

Technical Skills and Knowledge