Barclays Bank Jobs. Executive Assistant

Executive Assistant To Treasurer Jobs at Barclays Bank, Kenya

Primary Location : KE-Nairobi
Work Locations : KE-M5 Barclays Plaza
Loita Street
Nairobi 100
Division : Absa/Barclays Africa
Corporate Grade : BA3
Job Posting : 14 Jul 2015, 08:53:55 – 19 Jul 2015, 23:59:00
Job Type : Permanent/Regular


Job Purpose

• To provide extensive support to the Regional Treasurer & Head Of Markets by acting as a Personal/Executive Assistant; requiring a total understanding of the role, objectives and responsibilities of the Principals and a thorough knowledge of the Group structure, policies and activities
• The role holder is responsible for treasury & markets related activities e.g. presentations/ templates, communications, reporting, project tracking and office management.
• Exercising considerable initiative and a high degree of social skills dealing with the full range of people in many varying situations, representing the Bank’s image in high profile situations.

Main accountabilities and approximate time split
Support to Regional Treasurer & Head of Markets (Key actions to include)

• Act as the main reference point both in the presence and absence of the Regional Treasurer & Head Of Markets. Responding to and resolving a wide range of queries by channeling them to the appropriate area where necessary
• Provide relevant back-up papers, researched information etc. Draft responses for signature by the Regional Treasurer & Head Of Markets or others where appropriate.
• Prepare and submit regular presentations and reports on the Treasury & Markets business e.g. the Quarterly Board Paper, CMC monthly highlights paper, ALCO paper and CEO review presentation.
• Prepare ad hoc presentations and develop business cases on behalf of the Treasurer and Head of Markets.
• Undertake research of detailed information on a wide variety of internal/external matters. Jobholder is given only a general brief and must produce detailed reports, summaries etc. deciding on relevant information to be included.
• Jobholder deals with selected items following research; if necessary draft responses for own signature
• Transcribe from dictation correspondence, reports and other material that is frequently highly sensitive or confidential. Terms may be technical and complex.
• Compile agendas, prepare briefs, and circulate papers in anticipation of meetings and conference calls
• Attend a variety of meetings in support to the Regional Treasurer & Head Of Markets, taking minutes, diarizing for follow-up procedures/action as required
• Following up on minutes from key meetings, e.g. CMC, Asset & Liability Committee (ALCO) & Board meetings and complete or alert the Regional Treasurer &
• Head Of Markets where further work is needed before the next meeting.
• Monitor ongoing correspondence/reports highlighting pertinent items and bringing to Regional Treasurer’s & Head Of Markets’ attention or dealing with personally, implementing any appropriate action
• Monitor receipt and response of correspondence and queries from the business and external customers and escalate as necessary
• Monitor all calls taking necessary action personally or diverting to other areas, referring to the Regional Treasurer & Head Of Markets only on essential matters
• In all matters ensure that the Regional Treasurer’s & Head Of Markets’ preferred style/known wishes are conveyed, being aware of the degree of discretion that can be exercised on their behalf.

Management Support (Key actions to include)

• Liaise with treasury and markets management and staff regarding a wide range of ongoing matters. Monitor progress and ensure all actions and paperwork are co-ordinated in preparation for meetings in line with deadlines and
• Organise Treasury & Markets management meetings.
• Prepare minutes and issues for discussion at meetings and circulate to attendees.
• Overseeing training activities within the two departments maintaining the departments skill matrix
• BCM coordination for both teamsensuring half yearly tests are carried out and issues raised are resolved.
• Ensure plans are in place to cover leave, and any staff movements within the Treasury and Markets Teams.
• Jobholder is expected to ensure prompt submission of returns to HR, Finance and Reconciliation Centre. Vetting and seeking approval for Treasury & Markets invoices, allowances & refunds and follow up on these to ensure payments.
• The role holder is also responsible for active cost management within the departments and ensuring costs are contained within budget and any excesses are escalated.
• Active participation in the control environment including ensuring proper coordination in RCA checks, Treasury & Markets audits.

Administrative Tasks (Key actions to include)

• Total control of the Regional Treasurer’s & Head Of Markets’ diary scheduling/rescheduling appointments, meetings etc. without reference. Ensure Regional Treasurer & Head Of Markets is always in the correct place on time with all relevant papers.
• Book all travel arrangements and accommodation, planning full itineraries, where necessary arrange travel facilities, visas, medical requirements etc.
• Additionally, organise a wide range of meetings, functions, lunches, conferences etc. both at internal and external venues, which may involve influential contacts in both Emerging Markets and GRCB. Liaise with internal/external contacts, visiting and vetting locations, agreeing dates, menus, prices etc.
• Organise and coordinate all Regional Treasurer & Head Of Markets related functions in-country e.g. Conferences, Workshops, Seminars, Away Days etc.
• In all instances, the jobholder diverts as much of the routine/less complex matters as possible away from the Regional Treasurer & Head Of Markets. The jobholder is expected to assist the Regional Treasurer & Head Of Markets in involvement with outside interests, dealing with administrative arrangements as required.
• Undertake a wide variety of administrative duties, e.g. record keeping, maintaining budget figures, expenses etc.
• Receive incoming mail – open, read and decide which items to be dealt with by the Regional Treasurer & Head Of Markets, which to be dealt with by jobholder, items that can be diverted to other areas/management and any that can be simply filed or discarded
• Act as receptionist for a wide range of visitors, mostly high profile, conveying a professional image at all times
• Initiate and maintain a first class filing system.
• Handling all matters related to repairs and maintenance of equipment, and premises for Operations support Team & Commercial Services.

Technical skills / Competencies

Skills

• Communications
• High degree of keyboard skills, accuracy and speed
• Significant social skills and initiative to deal with the variety of people and situations
• Excellent Communications skills both verbal and written
• Good Organization and Co-ordination skills

People Management skills

• Plan and prioritise work received
• Jobholder will be required to exercise considerable initiative to resolve issues/queries
• Meeting deadlines despite interruptions and changing priorities
• Will require tact when dealing with unexpected visitors – interrupting Manager only when necessary
• Need to produce non-routine work to a high standard and to meet deadlines
• May be required to exercise judgment on presentations and apply correct punctuation and spelling or produce most effective layouts
• Innovation/creativity required when preparing presentations
• May have to work from poorly dictated/written drafts and the preparation of documents involving complex layouts
• Jobholder will be required to exercise a degree of discretion on behalf of the Treasurer and ensure that in all matters the his/her style or preferences are conveyed
• Undertake research on a wide variety of internal/external matters hence jobholder will require initiative to decide on sources of information
• Making appointments, receiving visitors which requires social skills some of whom are high profile
• Receiving and answering telephone calls from users/customers
• Compose routine correspondence on behalf of the Treasurer
• Seeking/receiving/relying information on administrative matters and customer/user queries
• Communication with staff from other areas to collect information, undertake research etc.
• Regular contact with other direct reports of the jobholder’s manager most of who are also highly placed within the organization
• Will frequently be required to communicate with external service providers e.g. when organizing travel, lunches and other functions

Knowledge, Experience and Personal Attributes for Executive Assistant Jobs in Kenya

Knowledge

• A detailed understanding of services/procedures of work area to enable appropriate referral/resolution of customers’/users’ queries
• Thorough knowledge of the Bank’s customer service standards
• A detailed understanding of the role, objectives and responsibilities of the Regional Treasurer & Head Of Markets being supported and Very good understanding of the Managers’ preferred style
• Good understanding of The Treasury & Markets core activities and products,
• A good understanding of the Bank’s general policies and procedures
• Thorough knowledge of the Bank structure and activities
• Understanding of the use of equipment, filing procedures

Experience

• Candidate can demonstrate experience working in a fast paced environment and ability to juggle various tasks within the two separate functions-Treasury & markets
• Extensive PC experience and use of Microsoft packages
• Business degree educated or qualifications in Change and project management

Personal Attributes

• Meeting Customer Needs
• Managing Relationships and excellent team working skills.
• Communication
• Personal Organisation
• Thoroughness and Quality Conscious
• Initiative
• Integrity

Click HERE to apply online