About the Role
The successful candidate will report directly to the Administration Manager, with a primary focus on assisting in the execution of administrative procedures, policies, and systems, as well as identifying opportunities to enhance operational efficiency. The role is designed to optimize workflows to ensure seamless functioning of other departments, thereby supporting overall organizational productivity.
Key responsibilities involve overseeing project execution, ensuring adherence to timelines, and maintaining high-quality standards throughout deliverables. This includes coordinating cross-functional teams, allocating resources efficiently, and addressing any operational challenges that arise. Additionally, the role requires regular performance reviews, fostering team collaboration, and implementing process improvements to enhance productivity and output. Compliance with company policies, industry regulations, and safety protocols remains a critical priority to uphold organizational integrity and risk management.
The role focuses on establishing robust governance frameworks and implementing effective risk management strategies to ensure organizational resilience and compliance with regulatory standards. Key responsibilities include identifying, assessing, and mitigating risks, overseeing policy development, and aligning practices with industry best practices and legal requirements. The ideal candidate must possess strong analytical skills, a deep understanding of risk frameworks, and the ability to collaborate across departments to foster a culture of accountability and proactive risk mitigation. Additionally, experience in regulatory compliance, internal audits, and strategic decision-making is highly desirable.
Ensuring adherence to Group policies, procedures, and all applicable regulatory requirements, while achieving zero high-risk audit findings in each reporting period.
Ensure all audit and risk issues are resolved promptly, providing monthly updates to the risk register with a 100% completion rate.
Submit ROSA reports on a monthly basis and BIA reports annually, ensuring adherence to Group risk frameworks and timelines.
Conduct structured policy reviews, ensuring all updates are completed within the established governance timelines.
Enhance the department’s Net Promoter Score (NPS) each quarter, fostering a culture of exceptional service delivery and strict compliance.
Responsible for processing and managing invoices with precision and efficiency, ensuring all financial transactions are accurately recorded and reconciled. Duties include verifying invoice details, matching them against purchase orders and delivery receipts, and resolving any discrepancies promptly. Maintains organized records of all invoicing activities, adheres to company policies and accounting standards, and collaborates with relevant departments to streamline payment processes. Strong attention to detail, proficiency in accounting software, and excellent organizational skills are required. A high school diploma or equivalent is necessary, with prior experience in an invoicing or accounting role preferred.
The Invoice Help Desk serves as the primary liaison between CIC Insurance Group’s vendors and various internal stakeholders, playing a key role in promoting a culture of compliance in vendor engagements. This position’s primary responsibility involves overseeing the desk’s critical operations, which encompass a broad range of duties.
All invoices from suppliers are received and processed.
Verify the accuracy and completeness of all invoices by ensuring they are accompanied by the corresponding LPO, delivery note, and job card, where applicable.
Responsibilities include documenting partial or missing invoice details in the designated tracking system and subsequently submitting them back to the supplier for correction.
Complete invoices are meticulously logged into the tracking system to ensure seamless processing at later stages.
The task involves scanning invoices along with all associated supporting documents.
Bookings are processed and entered into the ERP system for subsequent approvals.
Ensure all invoices receive timely approvals by coordinating with stakeholders throughout the review process.
Upon assignment, assume responsibility for processing the Local Purchase Order (LPO) within the ERP system.
Please ensure invoices are promptly forwarded to the Finance Payable Department and diligently follow up to confirm payment processing.
Revise all entries in the payment tracker to reflect the status of paid invoices, and provide detailed notes for any invoices that remain outstanding.
Oversee the timely processing of invoices in adherence to Service Level Agreements (SLAs).
Address all supplier payment inquiries promptly and efficiently.
Monitor the status of unmatched invoices and ensure timely follow-up with the Finance department.
I track invoices returned to suppliers for additional details or clarifications that remain outstanding.
Compile and analyze payment reports on a weekly basis to ensure accuracy and provide insights.
The department will manage a comprehensive vendor database, ensuring all records are current, precise, and easily accessible to support timely payment processing.
Lead the proactive identification, resolution, and monitoring of vendor-related payment discrepancies.
Resolve reported issues through systematic evaluation, determining the appropriate corrective measures and assigning ownership based on severity and other critical factors.
Handle a variety of administrative duties to maintain efficient office operations, including managing schedules, coordinating meetings, greeting visitors, and preparing reports. Ensure all administrative processes align with organizational policies and standards, maintaining accuracy and confidentiality in all tasks. Utilize office software proficiently to streamline workflows, and assist with budget tracking and expense reporting when needed. Collaborate closely with team members to support operational needs, and serve as a key point of contact for internal and external inquiries. Prioritize tasks effectively to meet deadlines while upholding high standards of professionalism and organization.
We oversee the distribution, tracking, and maintenance of office equipment, including laptops, desktops, printers, and other shared resources.
Oversee the accurate and timely management of inventories for all administrative and ICT-related office equipment to ensure comprehensive tracking and accountability.
In collaboration with ICT and Finance departments, oversee the decommissioning, transfer, or disposal of outdated office equipment in strict adherence to established asset disposal policies.
Oversee the acquisition and integration of new office equipment by managing procurement tasks and ensuring accurate tagging and documentation throughout the onboarding process.
Oversee the administration of service contracts and SLAs governing vendors specializing in cleaning, fumigation, courier services, and other essential office support functions.
Oversee routine upkeep and sanitation of office spaces in collaboration with facilities personnel.
Ensure offices maintain sufficient inventory of consumables and essential supplies to support uninterrupted daily operations.
Coordinate office layouts, staff relocations, and workspace planning to align with evolving business demands.
Develop and oversee records management and archiving systems that comply with Group policies and all applicable regulatory standards.
Assist in advancing digital transformation projects in partnership with Records and ICT teams.
Oversee the planning and execution of travel arrangements, lodging accommodations, and transportation services for employees.
Effectively plan and organize internal events and meetings by overseeing administrative tasks and ensuring venues are fully prepared and ready for use.
Oversee the administration budget to guarantee services are delivered in a cost-efficient manner.
Who We’re Looking For
Proven expertise in the relevant field, coupled with a minimum of [X] years of hands-on experience, is mandatory. Candidates must demonstrate proficiency in [specific software/tools], along with a solid understanding of [industry-specific principles/concepts]. Strong analytical and problem-solving capabilities are required to address complex challenges effectively. Excellent communication skills are essential for collaborating across teams and conveying technical information clearly. Additionally, familiarity with [specific methodologies/standards] and prior exposure to [industry-relevant practices] are highly desirable.
A bachelor’s degree in business management or business administration is required.
0 to 2 years of relevant professional experience is required.
Qualifications
BA/BSc/HND
Experience Required
0 - 2 years
