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- Administration Manager
FIMBank is an international trade finance bank with an international network of offices spanning five continents. The Bank is headquartered in Malta, is listed on the Malta Stock Exchange, and regulated by the Malta Financial Services Authority. We are seeking to recruit an Administration Manager who will be responsible for the daily support operations of the Bank and plan the most efficient administrative procedures. The selected candidate will oversee and supervise, in a safe, secure and cost-effective manner all company administration processes and lead a team of professionals to complete a range of administrative duties. Reporting to the Head of Department, the Manager (Assistant Vice President) will be well-versed in departmental procedures and policies.
General Duties and Responsibilities:
- Administration Services - Ensure that all Internal Requests received through the central Helpdesk system are handled in a timely manner. Ensure that the relative administration and travel requests are routed to the appropriate departments or third party service providers and aim to provide a first class service to all internal clients at all times.
- Procurement: Negotiation with suppliers to maintain build strong relationship and obtain optimal pricing. Responsible for the checking of purchase orders and invoice approval based on approved limits. Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
- Records Management: Responsible for leading the records management team, a unit responsible for the digital scanning of all incoming and outgoing documents including mail, courier and offsite archival storage.
- Event Planning & Project Management – Plan and organise internal and external events. Ensure that deadlines are met. Monitor project progress and recommend methods to ensure that the project is fully completed in time and according to the approved budget.
- Travel Booking- This position will be responsible for coordinating the travel team’s company-wide travel, working with leadership to update corporate travel policies, developing and monitoring budgets, negotiating rates with airlines and hotel chains.
- Insurance programme – Administer and maintain the Bank’s insurance programme. Analyse insurance needs and provide optimum coverage, cost terms, and claim settlements. Manage the insurance programme and deployment. Operate as an internal insurance ambassador, managing robust data exchange, providing greater transparency and active insurance strategies to obtain required coverage for the operational business units.
- Operating Procedures - Ensure regular review of the department manuals and liaise with the Head of Department to release new updates/revisions when due.
Education and Experience:
- Bachelor’s degree in business or a related field, proficient in MS Office Suite
- Minimum 5 years of previous experience in an administrative role with experience of managing a team.
Skills:
The selected candidate should have in-depth understanding of office management procedures and have the willingness to take on a broad range of tasks in accordance with the needs of the business. He/she should have the ability to handle competing priorities and to work effectively in a challenging, fast-paced environment.
How to Apply
Interested applicants are to submit their CV along with a covering letter to recruitment@fimbank.com
Please quote ‘FIM-ADM’ in the email subject field. All applications will be acknowledged and treated in the strictest confidence.