Job Purpose Summary:

The incumbent will provide routine administrative support to Operations Control & Quality Assurance through the scanning, filing and retrieval of documents and data, management of internal and external mail through QPost, and coordination of office supply requirements through the Coupa system. The role also includes receiving supplies and approved items from vendors or stores, maintaining proper records, and ensuring timely support to the department in accordance with QNB policies and procedures.

Essential Duties & Responsibilities by Dimensions:

A. Shareholder & Financial:

- Support cost efficiency by maintaining proper control over office supplies, minimising wastage, and ensuring timely ordering of approved stationery items through the Coupa system.

B. Customer (Internal & External):

- Provide timely administrative support to internal stakeholders by ensuring accurate scanning, filing and retrieval of documents and data as requested.

- Coordinate with vendors, stores, and internal departments in relation to the receipt and delivery of stationery and office supplies.

- Manage the receipt, dispatch and tracking of internal and external mail with mail department, ensuring timely delivery and proper record maintenance.

C. Internal (Processes, Products, Regulatory):

- Carry out document scanning activities and ensure records are saved, indexed and filed appropriately for easy retrieval and reference.

- Maintain complete and up-to-date physical and electronic filing systems in line with approved departmental procedures.

- Retrieve files, records, and supporting data from filing systems or shared repositories when requested by authorised staff.

- Handle the collection, dispatch and follow-up of internal and external mail through QPost and maintain related logs or acknowledgements, where required.

- Raise requests for office supplies and stationery through the Coupa system in accordance with approved procedures and business needs.

- Receive stationery and office supply deliveries from vendors or stores, verify the items against the request or delivery note, and arrange for proper storage or handover.

- Monitor stationery stock levels and highlight replenishment requirements to ensure continuity of office support functions.

D. Learning & Knowledge:

- Maintain an understanding of current best practices, document handling standards, filing disciplines, and administrative procedures relevant to the role.

- Develop good organisational skills, attention to detail, and the ability to manage routine administrative tasks accurately and efficiently.

E. Legal, Regulatory, and Risk Framework Responsibilities:

- Comply with all applicable legal, regulatory and internal compliance requirements including, but not limited to, Group Compliance Policies and Procedures (AML & CTF, Sanctions Policy, Data Protection Policy, Fraud Control Policy, Whistle Blowing Policy, Conflict of Interest and Insider Dealing Policy).

- Understand and effectively perform your role under the Three Lines of Defence principle to identify measure, monitor, manage and report risks.

- Ensure systematic good outcomes for clients in accordance with Conduct Risk policy.

- Support the framework of RCSA, KRI, Incident reporting and remediation, as appropriate, in accordance with the Operational Risk Management requirements.

- Maintain appropriate knowledge to ensure full qualification to undertake the role.

- Complete all mandatory training provided by the Bank, attain, and maintain the required levels of competence

Education/Experience Requirements:

- Bachelor

-  A minimum of 1 year experience preferred work experience in a similar capacity; with demonstrated sense of integrity in the discharge of duties; proven record of providing logistical and administrative support generally, including during events and meetings or as required.