QNB3719-Senior Clerk Infrastructure

The role is responsible for providing clerical and administrative support to Infrastructure Services, with primary focus on document control, filing, records management, and day-to-day office paperwork. The incumbent manages incoming and outgoing correspondence for the department, prepares and distributes documents (printing, copying, scanning, collating and binding), maintains accurate logs and trackers, and ensures timely submission of forms and supporting documents as required. The role also supports front-desk and visitor/vendor coordination activities for Infrastructure areas as applicable, including receiving visitors, arranging access in line with security procedures, directing visitors to the relevant staff, and coordinating meeting-room and basic meeting-support requirements. Ensures that all records are maintained in an organised and confidential manner in line with applicable policies and service standards, and provides general administrative support to Infrastructure teams as assigned.

Essential Duties & Responsibilities by Dimensions:

1. Shareholder & Financial:

   
   

-Act within the limits of the powers delegated to the incumbent

-Observes and promotes cost consciousness and efficiency, and enhance productivity, to minimize costs, avoid wastes, and optimize benefits for the bank

1. Customer (Internal & External):

   
   

-        Act as the first point of contact for Infrastructure Services administrative requests, ensuring professional handling of walk-ins, calls and emails, and routing to the relevant teams.

-        Coordinate visitor access and vendor appointments for Infrastructure areas (as applicable), including registration, approvals, access badges and escort arrangements in line with security procedures.

-        Receive, log and distribute incoming correspondence and service requests (emails, letters, forms), ensuring correct classification, prioritisation and follow-up with responsible teams.

-        Prepare, format, scan, print, photocopy, collate and bind Infrastructure documentation (memos, reports, requests, approvals) and distribute to stakeholders as instructed.

-        Maintain organised filing systems (electronic and hard copy) for Infrastructure Services, including document version control, retention and confidential storage.

-        Support Infrastructure procurement and administrative workflows by preparing supporting documents, tracking requests, and following up on approvals (e.g., PR/PO documents, delivery notes, service reports) as applicable.

-        Coordinate internal deliveries and collection of Infrastructure documents and small parcels between departments/locations using approved channels (courier, mail room), and maintain dispatch/receipt logs.

-        Maintain trackers for Infrastructure Services activities (e.g., correspondence logs, request registers, approvals status, attendance/visitor logs) and provide timely status updates to supervisors when required.

-        Support meeting and workshop logistics for Infrastructure Services (room booking, visitor lists, attendance sheets, printing materials, minutes distribution) as assigned.

-        Coordinate administrative support for Infrastructure audits, compliance requests and management reporting by compiling required evidence, arranging files and supporting document submissions.

-        Handle routine office services for the Infrastructure Services area (stationery requests, printing consumables requests, arranging basic office support) in line with approved processes.

-        Receive, sort and dispatch internal mail and documents for Infrastructure Services via approved channels, ensuring secure handling of confidential items.

-        Deliver administrative communications, documents and approvals to relevant internal stakeholders, and follow up to confirm receipt and completion when required.

-        Coordinate with internal stakeholders (e.g., Administration, Procurement, Security) to process required clearances, approvals and submissions for Infrastructure Services requests, as applicable.

-        Maintain and update departmental administrative records and lists (e.g., contact lists, distribution lists, asset/room access lists where provided by owners) and ensure information is current.

-Support the team by providing administrative and clerical support as requested, including in preparing, copying, collating, binding, filing, distributing documents, mail, and notifications as instructed.

-Maintain activities in accordance with Service Level Agreements (SLAs) with internal departments/ units to achieve improvements in turn-around time.

-Minimum requirement of Higher Secondary.

-        Good working knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and ability to manage filing systems, trackers and document control activities accurately.

-Preferred at least one year 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, as required.