We are seeking a highly skilled professional to fill a critical position within our organization. The ideal candidate will possess extensive experience in [specific field or industry], along with proven expertise in [key responsibility or skill]. Responsibilities include [specific task or duty], [another task], and [additional responsibility].
The successful applicant must demonstrate strong [required soft skill or attribute], exceptional problem-solving abilities, and the capacity to work both independently and collaboratively within a team. Familiarity with [specific tool, software, or methodology] is required, and proficiency in [another relevant skill or technology] is strongly preferred.
This role entails [brief description of the role’s purpose or impact], and offers the opportunity to contribute to [specific project, initiative, or organizational goal]. The position requires [any mandatory qualifications, such as degrees, certifications, or years of experience].
Reporting to the Administration Manager, this position will assist in executing administrative procedures, policies, and systems while identifying opportunities to enhance operational efficiency. The primary objective is to ensure seamless workflow execution, enabling other business functions to operate smoothly and effectively.
Oversee the primary duties outlined for this position, ensuring all tasks are executed efficiently and in accordance with established protocols. Collaborate with cross-functional teams to achieve departmental and organizational objectives, fostering a culture of accountability and continuous improvement. Serve as a key point of contact for stakeholders, addressing inquiries and providing timely resolutions to enhance operational workflows. Monitor performance metrics and implement corrective actions when necessary to maintain high standards of productivity and quality. Additionally, ensure compliance with company policies, regulatory requirements, and industry best practices to mitigate risks and uphold organizational integrity.
Governance and risk management encompass the establishment of policies, procedures, and frameworks to ensure compliance with regulatory requirements, mitigate potential risks, and safeguard organizational assets. This role involves identifying, assessing, and prioritizing risks while implementing strategies to minimize their impact on business objectives. Responsibilities include overseeing internal controls, conducting risk assessments, and ensuring adherence to governance standards. Additionally, the position requires collaboration with senior leadership to integrate risk management into strategic decision-making processes and foster a culture of accountability and transparency. Strong analytical skills, attention to detail, and the ability to communicate complex risk-related concepts effectively are essential for success in this role.
Ensure unwavering adherence to Group policies, procedures, and all applicable regulatory mandates, maintaining zero high-risk audit findings within each reporting period.
Ensure that all audit and risk issues are resolved promptly, submitting monthly updates to the risk register with a 100% completion rate.
Submit ROSA reports on a monthly basis and BIA reports annually, ensuring alignment with Group risk frameworks and adherence to established deadlines.
Conduct structured policy reviews and ensure all updates are completed in accordance with established governance timelines.
Enhance the departmental Net Promoter Score (NPS) each quarter by fostering a culture rooted in service excellence and strict adherence to compliance standards.
Responsible for managing and processing invoices accurately and efficiently, the Invoice Desk role involves verifying invoice details, ensuring compliance with payment terms, and resolving discrepancies promptly. This position requires meticulous attention to detail, strong organizational skills, and proficiency in accounting software to maintain precise records. Key responsibilities include reconciling invoices with purchase orders, coordinating with vendors and internal departments to verify information, and preparing reports for financial audits. Additionally, the role entails tracking outstanding payments, following up on overdue invoices, and supporting month-end closing processes to ensure timely financial reporting.
The Invoice Help Desk serves as the primary point of contact between CIC Insurance Group vendors and multiple internal stakeholders, promoting a culture of compliance throughout vendor interactions. This manager will oversee the desk’s essential functions, which include but are not limited to critical operational activities.
Compile and process all supplier invoices upon receipt.
Verify that all invoices—including the Invoice, LPO, and relevant delivery notes or job cards where applicable—are thorough and complete.
Accurate logging of incomplete invoices in the tracking system and prompt return to the supplier for necessary corrections.
Responsibilities include accurately entering all invoice details into the tracking system to facilitate subsequent processing steps.
Invoices and all associated documentation must be scanned and processed systematically.
Invoices are processed and entered into the ERP system to facilitate approval workflows.
Ensure all invoices receive timely approvals by following up with the relevant stakeholders.
Upon receiving delegation, process the LPO within the ERP system as required.
Forward all invoices to the Accounts Payable team within the Finance department and ensure timely follow-ups to track payment statuses.
Maintain the tracker by marking all paid invoices as settled and include comments for those that remain outstanding.
Oversee the timely processing of invoices while adhering to defined Service Level Agreements (SLAs).
Address all supplier payment inquiries promptly and thoroughly to ensure resolution and satisfaction.
Track the progress of unmatched invoices and coordinate follow-up actions with the Finance team.
Monitor invoices returned to suppliers for additional details or clarifications that remain outstanding, ensuring timely follow-up and resolution to maintain accurate financial records and vendor relationships.
Weekly, you will prepare and assess payment reports to ensure accuracy and completeness.
The position will oversee a centralized vendor database, ensuring all records are precise, current, and easily accessible to streamline payment processing.
Proactively identify, resolve, and monitor vendor issues related to unpaid invoices to ensure timely and accurate payment processing.
Resolve reported issues by assessing their severity and other pertinent criteria, then assigning corrective actions to the appropriate owners for efficient resolution.
Responsible for providing comprehensive administrative support to ensure efficient daily operations, including managing correspondence, scheduling appointments, organizing documents, and maintaining office systems. Maintains accurate records, prepares reports, and assists with budget tracking as needed. Collaborates with team members to facilitate workflow and enhances communication between departments. Demonstrates exceptional organizational skills, attention to detail, and the ability to prioritize tasks effectively. Proficient in office software, including Microsoft Office Suite, and possesses strong written and verbal communication skills. Minimum of two years of administrative experience required.
Oversee the distribution, maintenance tracking, and operational status of office equipment, including laptops, desktops, printers, and other shared resources.
Responsible for ensuring the administrative and ICT-related office equipment inventory remains current and accurate at all times.
Working collaboratively with ICT and Finance, oversee the decommissioning, transfer, or disposal of outdated office equipment in strict adherence to established asset disposal policies.
Assist in the procurement and onboarding of new office equipment by ensuring proper tagging and documentation are completed efficiently.
Oversee service agreements and service level agreements (SLAs) for vendors providing cleaning, fumigation, courier, and additional office support services.
Collaborate with facilities teams to oversee routine maintenance and ensure office spaces remain clean and well-maintained.
Responsibilities include maintaining office supplies and equipment at sufficient levels to support daily operations, covering both consumables and general resources.
Oversee the strategic planning of workspace arrangements, manage staff relocations, and restructure office layouts to align with evolving business requirements.
Develop and oversee records management and archiving procedures that comply with Group policies as well as applicable regulatory standards.
Facilitate digital transformation efforts by working closely with the Records and ICT teams to enhance and modernize document management processes.
Oversee the planning and arrangement of travel logistics, including accommodations and transportation, for staff members.
Plan and execute internal events and meetings by leveraging strong administrative coordination and ensuring venues are fully prepared.
Oversee the administration budget to confirm that services are provided in a cost-efficient manner.
Who We’re Looking For
Essential Knowledge, Skills, and Experience Necessary:
Candidates must possess a robust foundation in project management methodologies, including Agile, Scrum, or PMI standards, alongside proficiency in relevant software tools such as Jira, Trello, or Asana. A minimum of five years of progressive experience in a similar role is required, with a proven track record in leading cross-functional teams, delivering projects on time and within budget, and driving operational efficiency. Strong analytical and problem-solving capabilities are essential, as is the ability to interpret complex data to inform strategic decisions. Exceptional communication and interpersonal skills are also necessary to foster collaboration with stakeholders at all levels. Additionally, familiarity with industry regulations, compliance standards, and risk management frameworks is highly desirable. A bachelor’s degree in Business Administration, Engineering, or a related field is mandatory, while an advanced degree or relevant certifications (e.g., PMP, PRINCE2, or Six Sigma) would be advantageous.
A bachelor’s degree in business management or business administration is required for this position.
Seeking candidates with up to two years of pertinent professional experience.
Qualifications
BA/BSc/HND
Experience Required
0 - 2 years
