Senior Administration Officer

Position             

Senior Administration Officer

Group

Administration

Reports To

Senior Manager, Administration

Direct Reports

0

Internal Relationships

All staff, some in Kuwait (Group & IBG)

External Relationships

Suppliers, Contractors, and Clients

Number of fulltime equivalent employees – 0

Grade 

C - Supervisor

Job Purpose

As the Senior Administration Officer, you will support the operational administrative functions of the Administration Department to ensure business continuity and professional service delivery. You are responsible for maintaining rigorous administrative standards, ensuring all tasks are executed with precision, regulatory awareness, and in strict alignment with departmental and internal controls.

Key Responsibilities & Accountabilities

• Support the Assistant Manager in overseeing mailroom staff operations on a day-to-day basis
• Support Facilities team in managing the security function and site access protocols.
• Support the Administration Manager during the annual insurance renewal process and risk assessment.
• Process occasional calls from external contacts or clients in a professional manner
• Maintain new joiner / leavers register and support the HR department with any reporting requests in this regard.
• Maintain fixed asset register and carry out physical asset reviews. 
• Input into the Banking system Equation all entries on a monthly basis
• Maintain the access control system, produce daily/monthly reporting
• Authorise and send purchase orders, ensuring adherence to procurement budgets.

Manage inventory and procurement for stationery, printing, and essential office suppliers.

Key Responsibilities & Accountabilities – Continued

• Monitor document archiving online database to ensure data integrity and ease of retrieval.
• Review/authorise document archiving Intake Forms processed by the mail room
• Produce document archiving destruction report to all departments on a yearly basis
• Update Everbridge (Emergency Notification System)), to ensure staff contact data is current for business continuity.
• Assist in Health & Safety functions
• Maintain Fire Safety awareness portal and and ensure completion of DSE (Display Screen Equipment) assessments.
• Assist facilities management with environmental initiatives and associated tasks
• Provide proactive desk-side cover and hands-on support for team members during periods of absence or peak workloads to ensure all administrative service levels are maintained.
• Any other duties as directed

Experience

• At least 3 years of experience in a supervisory role, preferably within any financial

Services

• Proven ability to manage competing priorities and remain calm under pressure within

a high-stakes, fast-paced corporate environment.

• Strong understanding of Health & Safety legislation and its application within a professional services or financial office setting.
• Excellent knowledge of Microsoft applications

Competencies

Essential

A team player, with good communication, analytical and numeracy skills. Capable of taking on new tasks as and when required. A calm and polite attitude is essential to this position.

Skills

Essential

• Accuracy and attention to detail when completing financial reports
• An appointment with a very wide range of duties requiring concentration, original thoughts and patience together with an eye for detail
• Capability to efficiently deal with several concurrent tasks/issues/projects as well as changing priorities

Key Success Factors

Consistent high-quality output and performance. Ability to contribute positively to the Administration team and establish good working relationships with colleagues and third parties. 

Any Other Comments

The candidate needs to be flexible in their approach to the job. A wide range of tasks plus excellent communications skills are required.

A good attention to detail and willingness to improve are an important factor of making this role a success.