Facilities Administration Officer Absa Group

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Job Summary

Reporting to Facilities Manager, the jobholder is responsible for the planning and provision of quality internal services within the CRES department, Managing the end to end sourcing process for CRES and Facilities. To source goods and or services from the external supply environment in line with agreed sourcing policies and practices
The role includes management of rentals, rates and All vendor purchases and Payments, Financials, Leave, training, governance and Sourcing requirements. The Holder also manage the Zambia Facilities Help desk and allocate calls to team members

Job Description

• Satisfy CRES sourcing needs (requests, requirements, including advisory) in collaboration with Sourcing Department
• Comply with the Sourcing and Supplier Management Policy (SSMP), Purchase to Pay (P2P) Policy and standards for Dispensations, Waivers and Breach
• Adhere to all system requirements on OneSource and SAP SRM for loading of contracts and catalogues
• Monitor and make rental payment before due dates for all the estate
• Ensure all steps and activities in the Tactical Sourcing Model are adhered to or motivations obtained as may be applicable where steps or activities are not adhered to
• Assist Facilities to ensure the planning and budgeting of CRES expenditure is developed, monitored and controlled.
• Act as the custodian for all paper files, including correspondence, staff files etc.
• To draw up department leave program in conjunction with the team leaders and ensure they are adhered to.
• Undertake reconciliation of all CRES Suspense accounts including sundry payments.
• Management of miscellaneous staff allowance payments.
• Responsible for the CRES office environment ensuring.
• To coordinate general staff meetings and produce minutes.
• To host department business visitors, ensuring all the necessary travel accommodation, allowances etc are arranged accordingly.
• To ensure internal communiques such as circulars are cascaded to members of the department.
• Responsible for all departmental social arrangements and events.
• Ensure timely submission of MI to the centre such as Staff returns etc.
• Management of snap check
• Ensure Payment MI is shared on a weekly basis showing, Pending Approvals, pending Invoice and pending Payments
• Maintain registers for invoice and document delivery and payment requests forwarded to Finance
• Ensure department meets the required BCM periodic requirements
• Ensure motor car insurance covers, road tax certificates and fitness test certificates are up to date

Outputs:

List the outputs required to fulfill the accountability, including as much descriptive detail as possible on what and the how of each output.

• Accurate returns to be submitted on time
• Weekly Submission of payment MI
• Proof of Monitoring and Control of CRES Budget.
• Daily Call monitoring to Closure
• Proof of Assets reconciliation with Finance and Asset Centre.
• First Aid box
• Monthly Snap Check report

Risk & Control

• Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Absa Operational Risk Framework and internal Absa Policies and Standards

Education

Further Education and Training Certificate (FETC): Business, Commerce and Management Studies (Required)