Administration and Office SupportFull-TimeJunior-level(1-2 yrs)
Job Description
Reporting to the Administration Manager, the Invoice Desk Officer will primarily be responsible for supporting the Administration Manager in implementing all administrative procedures, policies, and systems, and devising ways to streamline processes. The main goal is to ensure activities are carried out efficiently and effectively to allow other operations to function properly.
Key Responsibilities
Governance & Risk Management
Ensure compliance with Group policies, procedures, and regulatory requirements, aiming for zero high-risk audit findings per reporting period.
Ensure timely closure of all audit and risk issues, with monthly updates to the risk register at a 100% completion rate.
Deliver timely submission of RCSA (monthly) and BIA (annual) reports in line with Group risk frameworks.
Support structured policy reviews with all updates finalized within defined governance timelines.
Contribute to the departmental NPS score per quarter, reinforcing a culture of service excellence and compliance.
Invoice Desk Management
Serve as the primary liaison between CIC Insurance Group vendors and internal stakeholders, fostering a culture of compliance within vendor engagements.
Receive all invoices from suppliers and check for completeness (Invoice, LPO, delivery note/job card where applicable).
Record incomplete invoices in the tracker and return them to the supplier for amendment.
Record complete invoices in the tracker, scan them with relevant attachments, and book them in the ERP system for approvals.
Follow up for approvals of all invoices through the stakeholders and receive LPOs in the ERP when delegated.
Forward invoices to the Finance payable department and follow up for payments.
Update all payments on the tracker and monitor invoice processing within the established Service Level Agreement (SLA).
Handle supplier payment queries and monitor the status of unmatched invoices.
Maintain a centralized inventory of vendor data to facilitate payments and lead proactive identification and remediation of vendor payment issues.
General Administration
Coordinate the allocation, tracking, and condition monitoring of office equipment (laptops, desktops, printers, etc.).
Maintain an up-to-date inventory of all administrative and ICT-related office equipment.
Coordinate the decommissioning, transfer, or disposal of obsolete office equipment in line with asset disposal policies.
Support procurement and onboarding for new office equipment, including tagging and documentation.
Manage service contracts and SLAs for cleaning, fumigation, courier, and other office support vendors.
Coordinate general maintenance and office cleanliness in liaison with facilities teams.
Ensure offices are adequately stocked with consumables and general supplies.
Coordinate workspace planning, staff movement, and reorganization of office layouts.
Implement records handling and archiving systems in line with Group policies.
Support digitization initiatives and coordinate logistics for staff travel, accommodation, and transportation.
Coordinate internal events and meetings through effective planning and venue readiness.
Monitor the administration budget and ensure cost-effective delivery of services.
Requirements and Skills
Education: Bachelor’s degree in Business Management or Business Administration.
Experience: 0 – 2 years of relevant experience.
Technical Skills: Proficiency in ERP systems, vendor management, and administrative procedures.
Soft Skills: Strong organizational skills, attention to detail, and effective communication skills.
How to Apply
Interested and qualified candidates are encouraged to apply online through the CIC Insurance careers portal at https://careers.cicinsurancegroup.com by following the application link: Apply Here.
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