Executive Secretary / HR Coordinator.Injaz - GHDR CA.Corporate Affairs

Job Purpose
- Provide secretarial support to Group Head and assist in the general management of day to day affairs of the GH’s office and efficiently carry out job assignments.

- Support the group on all general admin matters.
Key Result Areas

- Maintain internal discipline of the office of the Group Head by properly organizing meetings, appointments, discussions, reminding the GH as appropriate, etc.

- Provide Group Head daily schedule of meetings, appointments, and other engagements.

- Establish regular follow up with the respective division heads and other Group Heads, as required.

- Asist in the travel arrangements, hotel bookings, stationary request placements, liaison with procurement/admin units, etc.

- Mediate between stakeholders including end users, admin & external vendors, with regard to all admin related matters.

- Responsible for coordinating and following up on all requests logged with Admin Helpdesk for various maintenance services and with Technology HelpDesk for user/access administration and purchase of hardware and with CAD for processing of all expense reimbursement/claims of staff.

- Handle all staff reimbursements/claims in compliance with policy.

- Assist with the onboarding of new joiners in the team.

- Assist with organizing team events, off site meetings for the team.

- Follows up on action points with the responsible and designated persons.

- Prepares the minutes of meetings related to the team meetings.

- Keeps and maintains the team leaves and events tracker.

- Renders other responsibilities assigned by the Group Head from time to time.
Operating Environment, Framework and Boundaries, Working Relationships

- Interacts with other MB depts./external vendors/ internal and external stakeholders to meet the premises needs of the team.

- Works closely with Bank’s Admin Dept to resolve premises maintenance matters.

- Deals with Technology to manage communication/access issues and to deliver hardware needs (particularly for new premises/refurbishments).

- Interacts with CAD to resolve staff reimbursement issues and for improved expense management.

Problem Solving
- Ability to build consensus with a wide cross section of stakeholders which involves establishing a good rapport with various support functions/ Groups/ service providers both inside and outside the organization while implementing assigned projects.

- Prompt trouble shooting skills and practical thinking is often required to resolve administrative and maintenance issues which are sometimes complex.

- Has to have a good understanding and detailed knowledge of the Bank’s expense policy /HR policy/ Admin guidelines / CAD procedures to manage and control claims/loans/maintenance issues efficiently.

- Managing confidential matters and comply with the Bank’s policies.

Decision Making Authority & Responsibility
- Will be privy to confidential information and hence the need to maintain confidentiality at all times.

- Authorized to screen all expense claims from staff and ensure they are within Bank’s policy.
Knowledge, Skills and Experience

- High level of maturity and good communication skills are required to balance the needs and expectations of external stakeholders and employees.

- Strong interpersonal and communication skills. With good command over English.

- Ability to manage stressful situations caused by the sensitive nature of the position.

- Must be able to work under pressure with short/challenging situations.

- Understanding of HR systems and procedures, good computer skills (MS Office & Outlook)