The Facilities & Administrative Officer is responsible for managing daily operations, ensuring compliance with policies and procedures, and overseeing administrative functions at the Abu Dhabi branch and ADGM. The role also involves maintaining office security, records management, vendor coordination, and ensuring a safe and organized work environment.
Office & Facility Management
Office Security & Access Control: Manage security access for staff and visitors, including programming and issuing access cards. Coordinate with building management for security and parking allocation.
Mail & Correspondence: Handle incoming and outgoing mail, keep records of returned mail, and coordinate courier services.
Office Supplies & Subscriptions: Manage office stationery, newspaper subscriptions, and corporate gifts. Ensure stock is maintained and well-organized.
Telephone Management: Update the telephone directory, calculate bills, and follow up on personal call charges.
Fixed Assets & Equipment Maintenance: Maintain and update the fixed asset log, ensuring proper tracking of office equipment (excluding IT assets).
Health & Safety Compliance: Conduct regular risk assessments, safe desk patrols, and ensure a safe working environment for employees.
Office Cleanliness & Organization: Ensure common areas, workstations, and storage spaces remain tidy and functional.
Records & Documentation Management
Archiving & Filing: Maintain both physical and electronic files for office documents.
Physical files should be securely stored and easily accessible.
Digital copies should be saved and updated in the S-Drive or designated software.
Legal & Administrative Documentation:
Ensure all legal documents (e.g., CR, trade licenses, tax certificates) are updated and renewed before expiry. Update these records with vendors where required.
Contract Management:
Maintain soft and hard copies of contracts and agreements, ensuring they are stored securely in the S-Drive and physical filing system.
Vendor & Service Coordination
Telecom & Utility Services: Coordinate with telecom providers for mobile line issuance, cancellations, and bill payments.
Third-Party Vendor Management: Manage agreements and renewals. Including preparing EONs, follow LPOs, maintain record and perform ESP meetings.
Risk & Compliance Management
Security & Safety Checks: Perform safe desk patrols to ensure compliance with company safety standards.
Operational Risk Monitoring: Track incidents and implement corrective actions to maintain compliance.
Expected Contributions
Administrative Support: Assist the team with additional tasks and participate in company projects as required.
Cross-Entity Assistance: Provide administrative support to other branches/entities when needed
Skills and Competencies
Knowledge of all banking operational activities
Knowledge and experience in team management. i.e. Leadership skills
Bilingual ability (English/Arabic).
Technical expertise of computer/software skills competently
Professional interpersonal and communication skills.
Minimum 5 years of relevant experience
