Analyst - General Admininstration

Do you want your voice heard and your actions to count Discover your opportunity with Mitsubishi UFJ Financial Group MUFG one of the world s leading financial groups Across the globe we re 150 000 colleagues striving to make a difference for every client organization and community we serve We stand for our values building long-term relationships serving society and fostering shared and sustainable growth for a better world With a vision to be the world s most trusted financial group it s part of our culture to put people first listen to new and diverse ideas and collaborate toward greater innovation speed and agility This means investing in talent technologies and tools that empower you to own your career Join MUFG where being inspired is expected and making a meaningful impact is rewarded About the Role Manage General Administration and Vendor management as part of Centralized Administration function including but not limited to functions like Outsourcing Facility Management Procurement Vendor management Expat management Transport Management Regulatory reporting etc Job Profile Primary Responsibilities - 1 Operational Support Assist in day-to-day administrative operations across branches Coordinate with vendors for service delivery and issue resolution Maintain records and documentation for facility and vendor-related activities 2 Financial Support cost control initiatives by comparing vendor quotations Assist in preparing rate comparisons and basic negotiation inputs 3 Customer Service Respond to internal staff queries related to administration Maintain courteous and timely communication with vendors and service providers 4 People Coordination Provide support to team members on routine administrative tasks Maintain a helpful and service-oriented attitude while dealing with staff and vendors 5 Compliance Ensure adherence to internal procedures and regulatory guidelines Assist in documentation and reporting related to outsourcing and facility compliance Detailed Outsourcing Ensure the smooth implementation of Outsourcing TPI procedures across the bank To assess evaluate and categorize all Outsourcing arrangements proposed by different teams Ensuring due diligence periodic screening and annual reviews of Outsourced contracts Maintaining TPSP third party service provider list look for opportunities to reduce TPSP and timely reporting to regional office Preparation and submission of periodic Outsourcing reports to HO Facility management Ensure administrative support and to provide prompt response and resolution to queries and issues Renewals of all AMC s ARC s contracts in timely manner and to ensure compliance with MUFG policies and cost effective services are provided to the Branch Responsible for the daily supervision of the Facilities team and ensuring the smooth and efficient operation of activities relating to office upkeep maintenance renovation etc Accurately ensure the smooth functioning of security process CCTV Call logger IPC General video-conferencing system access control system etc Expat management Managing residences lease and furniture rental agreements Budget HO Reports Assisting the management in managing facility related investments of the branch and coordinate with HO for appropriate reporting and budget Various HO Finance report submission Asset Management Manage Bank s assets and annual verifications Document Management Manage and supervise document management retrieval and conduct annual inventory checks Insurances - Insurance of Office premises residences vehicles assets cash etc Vehicle Management Supervise the Branch s vehicles drivers including managing the vehicle maintenance Support with activities including but not limited to meeting and travel transport coordination and supporting ad hoc events Vendor Management Coordinate with vendors for invoice submission maintain due date control tracker and accurately review verify invoices Compliances - To ensure premises labour and all statutory compliances are adhered to - Complying to internal bank s policies as well as Regulator s guidelines People Manager or Individual Contributor Individual Contributor Key Relationships External Vendors Service providers Manage the relationship and negotiate as required -Liaise with external service providers agents landlords building mgmt govt officials to ensure a good quality of service is provided to the organization Internal Coordination and collaboration with departments like Finance Legal HR Treasury Compliance Audit etc Skills Knowledge Work experience in General Administration Excellent Written and verbal communication skills Good presentation skills - Powerpoint preparation Analytical and critical thinking Strong interpersonal skills Strong organizational skills and a problem solving attitude Education Professional Qualifications Graduate Post Graduate in any discipline Length Type of Experience Upto 10 years Mitsubishi UFJ Financial Group MUFG is an equal opportunity employer We view our employees as our key assets as they are fundamental to our long-term growth and success MUFG is committed to hiring based on merit and organsational fit regardless of race religion or gender