Administrative Security Officer

JOB PURPOSE

The job holder will report to the Manager Security & Investigations and will be responsible for providing administrative and secretarial support to ensure the effective and efficient coordination of activities in the Security & Investigations office

KEY RESPONSIBILTIES

• Security Support
• Administrative Functions
• Customer Service
• Risk & Compliance

MAIN ACTIVITIES

Security Support

• Preparation of Security reports and communication in liaison with the Manager Security & Investigations
• Prioritize urgent security needs; handle matters expeditiously, proactively and follow through to successful completion.
• Prioritize and follow up on incoming security issues and concerns addressed to the Security Office and determine appropriate action, referral or response.
• Provide background information, meeting summaries and/or supporting documents in preparation for scheduled appointments by coordinating with the relevant parties.
• Maintain and track priority list of security matters and engagements.

Administrative Functions

• Follow up with security matters to ensure deadlines are met.
• Maintain an efficient flow of information between security department, internal & external customers
• Develop and maintain an up to date filing system for all correspondence (hard and soft copy) relating to security Department
• Receive court orders, process, supply documents and Maintain a tracker
• Manage security request from vendors, internal and external customers.

Customer Service

• Receive and manage all Security clients and handle all their needs professionally
• Receive and screen security calls, determining attention required, take messages and respond to callers based on knowledge of security office functions and ensure callers receive appropriate transfer to another department if necessary .
• Process all incoming correspondence received in the office, prioritize and determine its disposition.
• Act on emails sent to the department and escalate where necessary
• Handle confidential and sensitive information with poise, tact and diplomacy.

Risk & Compliance

• Attend training and maintain knowledge of and comply with all bank policies and procedures including Anti Money Laundering/Countering Financing of Terrorism/Countering Proliferation Financing laws, rules and regulations.
• Participate or undertake Anti Money Laundering/Countering Financing of Terrorism/Countering Proliferation Financing bank programs on a regular basis e.g. taking attestations, self-assessment tests, filling in compliance questionnaires as required
• Comply and not to knowingly participate or assist in any violation of Anti Money Laundering/Countering Financing of Terrorism/Countering Proliferation Financing laws, rules, regulations or internal policies, procedure and guidelines.
• Report suspected money laundering cases to their respective heads of units or to the Money Laundering Reporting Officer as soon as such incidents occur immediately with a clear basis of suspicion
• Avoid Misrepresentation and Malicious Reporting – knowingly making a false, fictitious or fraudulent representation e.g. statement, report, document.
• Avoid Tipping Off customers being investigated so as not to knowingly prejudice an investigation by disclosing information.
• Not provide advice or other assistance to individuals who attempt to violate or avoid Anti Money Laundering/Countering Financing of Terrorism/Countering Proliferation Financing laws, rules, regulations or corporate policies.
• Respond to all AML/CFT/CPF queries when requested by Compliance Unit to allow the bank to comply with the requirements of The Anti-Money Laundering and Combating Financing of Terrorism Amendment Act
• Co – operate fully with regulators and law enforcement agents and make available required documents and information

DECISION MAKING AUTHORITY

• Delegated responsibilities from the Manager Security & Investigations

Qualifications

ACADEMIC BACKGROUND

• Degree in Criminology and Security studies or,
• Higher Diploma/Diploma in Criminology and Security Studies

WORK EXPERIENCE

• At least three (1) years’ experience in administrative position or its equivalent,

SKILLS & COMPETENCIES

• Leadership skills;
• Excellent communication skills and Proficiency in grammar.
• Excellent computer skills especially; Ms Word, Ms Excel and Ms PowerPoint.
• Integrity;
• Analytical skills
• Keen to details
• Excellent interpersonal sensitivity; and
• Planning and organizing skills.