Administrative Services Officer

Mashreqbank PSC; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading financial institution is seeking an experienced administrator to oversee finance-related operations and supplier negotiations. The ideal candidate will have 4-5 years of relevant experience and strong command over English. Responsibilities include managing petty cash, conducting market surveys, and issuing LPOs in the Oracle system. This role is crucial in maintaining effective communication with suppliers and internal teams, ensuring timely service and operational effectiveness.

Qualifications

• Minimum of 4 – 5 years experience in Administration function in a reputed organization.
• Good knowledge of MS Office package.
• Understanding of Oracle Purchase System and Oracle Finance is preferable.

Responsibilities

• Conduct market survey and negotiate competitive rates with hotels.
• Manage Monthly MIS and petty cash for the department.
• Communicate effectively with suppliers and internal divisions.
• Coordinate travel-related issues and issue LPOs in Oracle.
• Maintain invoices and ensure cash management with zero shortage.

Skills

Excellent command over spoken and written English

Computer literacy (MS Office)

Excellent Communication Skills

Negotiation Skills

Office Administration control

Education

Graduate in relevant field

Tools

Oracle Purchase System

Oracle Finance

Job description

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 • Skilful 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 Program. 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 , Credit card settlemnt 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.

Problem Solving :

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

Decision Making Authority & Responsibility:

Evaluate the purchases and recommend the best offers. · Decision has to be taken to put a person in an eligible hotel based on various criteria. · Expected to make operational level decisions quickly and confidently. · Adhere to Standard Operation procedure for Bank .

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

The leading financial institution in MENA
While more than half a century old, we proudly think like a challenger, startup, and innovator
in banking and finance, powered by a diverse and dynamic team who put customers first.
Together, we pioneer key innovations and developments in banking and financial services.
Our mandate? To help customers find their way to Rise Every Day, partnering with them through
the highs and lows to help them reach their goals and unlock their unique vision of success.
Delivering superior service to clients by leading with innovation, treating colleagues with dignity and fairness while pursuing opportunities that grow shareholders value.
We actively contribute to the community through responsible banking in our mission to inspire more people to Rise.

Responsibilities:

• Market survey and awareness of rates from existing and new Hotels, Negotiate and obtain competitive rates with various hotels
• Monthly MIS
• Communicate effectively with Suppliers and Group/Divisions
• Skilful Negotiation with related Suppliers
• Identify, check and develop all sources of supply
• Provide timely supplies to all Groups / Divisions
• 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.
• Obtaining Credit Notes for unutilized Sector(s) from Travel Agents and follow up till its settlement to Bank.
• 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.

Qualifications:

• 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.