Deputy Administration Manager

Deputy Administration Manager
Finance and Banking

SUMMARY ROLE
The candidate is to assume the role of a “ Deputy Administration Manager” which includes but not limited to Facilities Management with primary responsibility to assist the Global Head of Administration in ensuring effective supervision of the premises’ physical security, facilities and general services staff and functions including the stationery, mail room, drivers, contract management with various vendors, health and safety legislation, global insurance, business continuity plans and requirements for the six offices

MAIN RESPONSIBILITIES
Physical Security
•Manage the security function, including training and direction of security staff both in-house and contract, as well as building security so as to promote a secure working environment.
•Facilities
•Supervise the maintenance and upkeep of the building fabric, premises, fixtures and fittings to the highest standards whilst ensuring a safe working environment at all times. This is to include all mechanical & electrical equipment in and around the six office premises as well as supervisory oversight on all outsourced/contracted staff from maintenance/cleaning agency, reviewing and approving vendor contracts (65 at present), Involvement in refurbishments of offices.
•General Services
•Supervise all support units within the function consisting of stationery, car fleet, courier, freight, equipment, messengers and outsourcing. This also includes the support to staff orientation, relocation, office moves, projects and events.
•Health & Safety
•Supervise the implementation of approved health and safety procedures. Ensure effective communication and consultation with representatives on health and safety matters. Support and maintain effective Fire Warden and First Aid training including Emergency Evacuation. Fire drills must be conducted at least once a year.
•Staff
•Supervise 10 in-house support staff ensuring that they achieve maximum productivity and effectiveness through onsite cross training and external course’s according to company policy and any local relevant legislation. Maintain and develop a structure within the Team with clearly defined responsibilities and objectives so as to ensure succession planning to protect future performance

PRINCIPAL ACCOUNTABILITIES
•Administer the supervision of the premises, assets, fixtures and fittings to the bank standards.

•Administer the supervision of the artwork inventory to include physical checks and insurance valuations
•Administer the supervision of the upgrading of Building Security, including Security officers, CCTV, Access Control, Policies & Procedures (Assignment Instructions)
•Establish and maintain cordial relationships with external support services companies
•Assist in the day to day negotiation and supervision of all the Facilities, Security & General Services , Insurance , catering, travel agents, airlines, hotel contracts and other various contracts etc.
•Assist the Global Head of Administration with the planning, coordinating and the overseeing of building refurbishment and renovation projects including liaising with external contractors and special projects related to internal/external moves.
•Assist with the record keeping of all electrical, mechanical and building drawing files including building maintenance and changes. Perform an annual “ Power Shutdown day at the main office”
•Assist the Global Head of Administration with the Disaster Recovery Program including BCP & Relocation. Update the BCP documents for all locations. Be 2nd in command in Security issues that affect our staff locally and internationally.
•Assist with the support service requirements to visitors to the Bahrain office by arranging transportation & organizing office seating arrangements
•Assist with meeting set-ups & the dismantling of any meeting logistics required. Check invoices from contractors and suppliers to ensure correct costing has been applied before approval and prepare capital expenditure forms for approval, complete fixed asset forms
•Assist with organization of client and staff functions and events, both in-house and at external venues, in terms of manpower logistics and transportation.
•Supervise the storage of furniture & equipment and records retention and maintain an inventory of all furniture and equipment held in storage and assist with the disposal of surplus stocks as and when authorized.
•Assist the Global Head of Administration with the planning and organization of all internal moves and changes
•Hold regular facilities related contract and service providers’ coordination meetings to ensure best in class on services provided. Ensure RFP is done at least once every two years.
•Manage owned and leased office equipment. Maintain a small stock of spare appliance/air-conditioning/electrical/plumbing fittings and materials
•Assist with the upkeep of the Document Retention Program at the bank in accordance with the regulators requirements /internal policy. Have a destruction retention program globally.
•Assist with car park liaison, leases and the allocation of parking spaces to staff and visitors
•Assist with orientation programs to include Island familiarization and property search for new expat hires
•Assist and act as the interface with Ministry and Arabic speaking agencies in matters such as traffic violations, car registration and driving license, and other governmental issues.
•Organize and implement Fire Marshal Training and Staff Fire Awareness programs
•Assist with First Aid / Fire Warden training
•Ensure that Car fleet maintenance ( leased or owned) is carried out as per the dealers directions including daily checks before use to include records of registration, service and insurance documentation for all the six offices
•Maintain and correctly account for the Petty cash float of BD1,000
•Maintain and correctly account for the personal postage and courier payments
•Ensure that the Global Head of Administration & the Facilities Team are kept appraised of all current issues & activities

• Degree in Administration , management, engineering or facilities.
• Can operation a computer using all MS Office applications.
• Pleasant personality.
• Very good negotiation skills.
• Relevant experience of 8 years plus.

Active
8 - 15
BAHRAIN
Manama
05-10-2016
1
English(Read,Write,Speak)
Permanent
Global Head of Administration
-
03-01-2017
03-01-2017

To apply send your CV to infobahrain@cpbahrain.com.

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