Administrator

Admin List of Activities

Representative Office – Lagos, Nigeria

Section A — My Key Responsibilities

1. Customer Correspondence Management

• Receive and reconcile customer correspondence from Processing against mail lists
• Securely store all incoming mail in the office safe
• Contact customers to arrange collection, and follow up with an email immediately
• Ensure all correspondence is acknowledged via signed slips and properly filed
• Track and follow up on uncollected or undelivered mail
• For customers who do not reside in Lagos, arrange with the mail room to send their correspondence to the Branch Manager of the state in which they live
• Follow up with the Branch Managers and notify customers once their correspondence has been received
• Safely disposal of uncollected customer correspondence that has not been collected for more than 6 months following approval of processing and Head of Rep office

1. Customer Queries & Payment Instruction Handling
2. Petty Cash Administration

• Monitor all accounts to ensure they are fully funded, if funding is needed reach out to Account payable with the bank statement requesting for additional funds.
• Initiate payment on primus plus
• Maintain petty cash records and balances
• Prepare the petty cash voucher, ensuring the line manager signs and the person receiving the money signs
• Send monthly petty cash reports to Accounts Payable and Internal Control

1. Office Administration Support

• Assist in monitoring office supplies and vendor relationships
• Account opening – Certify documents and arrange customer documentation

1. Reporting & Documentation

• Prepare weekly dashboard reports and meeting minutes

1. General Resource & Facility Management

• Liaison with Outsources staff team and their supervisors
• Liaison with Access Plc admin and protocol teams
• Liaison with Admin Plc for top up of our lines
• Car and fuel maintenance daily
• Maintain and monitor key office registers (e.g. Fuel Usage Log)
• Ensure proper tracking, usage and reconciliation of office resources
• Oversee office assets (computers, printers, etc.) and coordinate repairs, servicing and replacements
• Monitor CCTV functionality and report faults promptly
• Support overall office security and operational efficiency

1. Operational Staff Supervision

• Manage security personnel, cleaners and drivers
• Ensure all vehicles are properly fueled
• Handle appraisals for support staff
• Send out operational staff payments for approval and follow up with David and Shainy; once approved, send to Outsource Service Plc to process payment

Note: the Head of Representative Office must approve before payment is sent.

1. Inventory Management

• Replenish office supplies as needed
• Internet purchase
• Arrange servicing and maintenance of office equipment

1. Vendor Management

• Negotiate payments and terms with vendors
• Follow up with vendors to ensure they do the right job

1. Logistics Coordination

• Arrange hotel accommodation and drivers for colleagues visiting Nigeria (Working with Access bank Plc)
• Book local flights for colleagues.
• Reach out to our colleagues when they arrive in Nigeria to make sure everything is good on their end.
• Arrange with Protocol when Jamie and senior executives come into Nigeria (Kindly liaise with the Head of Rep office). Please note Jamie’s driver is Ayoade

1. Operational Support

• Work with the Head of Representative Office to ensure smooth office operations
• Work with the Head of Representative Office to ensure the bank’s event go smoothly.

1. Rep office Audit

• Ensure all documentations are correct and properly filed for auditors
• Provide necessary support for auditors ensuring they carry out their assignments effectively.

Section B — Activities with My Line Manager

• Work closely with the Head of Representative Office (Line Manager) to ensure the smooth running of the office
• Collaborate with the Line Manager on vendor management, including negotiating favourable payment terms and service agreements
• Coordinate travel logistics for visiting colleagues, including arranging hotel bookings (Abuja and other locations) and scheduling drivers
• Liaise with hotels to secure cost-effective corporate rates and ensure comfortable accommodation for colleagues
• Work with the Line Manager to oversee CCTV monitoring, promptly report faults, and coordinate maintenance or repairs with approved vendors
• Support general administrative planning and decision-making to enhance office efficiency and service delivery
• Handle appraisal for support staff