Gm Business Administration Officer

3 weeks ago

London, United Kingdom BNP Paribas Full time

**Bank Overview**

BNP Paribas is a leading bank in Europe with an international reach. It has a presence in 73 countries, with more than 196,000 employees, including around 149,000 in Europe. The Group has key positions in its three main activities: Domestic Markets, International Financial Services (whose retail-banking networks and financial services are covered by Retail Banking & Services) and Corporate & Institutional Banking, which serves two client franchises: corporate clients and institutional investors.

BNP Paribas Corporate and Institutional Banking is a globally recognised leader offering capital markets, securities services, financing, treasury and advisory solutions.

**Business Area/Dept Overview**

BNP Paribas’ Global Markets business offers a broad range of products and services in the global interest rates, credit, currency, equities & commodity markets. Global Markets help their franchise of clients find effective ways to raise and invest capital as well as manage their exposure to risk. Their client base comprises of hundreds of corporations, institutional investors, banks, governments and supranational organizations.

Global Markets has the scale and reach to conduct business anywhere in the world and deliver products denominated in almost all of the world’s currencies. Their global network comprises more than 1,700 professionals working on our six main trading floors in London, Hong Kong, New York, Paris, Singapore and Tokyo. They are supported by regional offices throughout Europe, the Americas, Middle East and Asia-Pacific.

**Purpose & Scope of role**

**Purpose: (High level why the role exists in a couple of sentences max)**

Monitoring and ensuring the UK Travels, Gift & Invitation and Expenses policies and procedures are adhered to by all UK Global Markets employees

Provide support to the GM Business Administration Manager.

**Scope: (Global/Regional/UK/Team/Quantitative responsibility etc)**

UK

**Key Responsibilities of role**

Travel and Expenses Management
- Ensure consistent adherence to the appropriate policies and procedure across GM UK and Portugal Administration Team
- Produce report of returned and outstanding expenses and follow up with GM employees
- Manage all Travel Approval (TA)
- Daily checks of the Daily Passive Approval report and investigating with GM employees if any changes
- Main point of contact for escalation on GM Travel & Expenses and liaising with the Travel Management UK Team & Concur Team
- Ensure that Admin Support are trained and aware of any changes
- Produce monthly T&E performance review reports

Gift & Invitation Management
- Manage and update Gifts and Invitation pre-breach report and liaising with compliance and UK GM employees.
- Main point of contact for escalation on GM G&I
- Ensure that Admin Support are trained and aware of any changes

General Office Management tasks
- Conduct monthly audit of 1st and 2nd floor access in coordination with Building Security
- Monitoring access control (OGV and internal or external vistors)
- Conduct a DCM audit Quarterly access report
- Manage the GM public meeting room (IT, equipment, furniture etc..)
- Back up and support to the Office Management Team
- Writing and sending out communications to GM
- Keep the team sharepoint updated
- Floor Maintenance (Health and Safety, facilities )
- Update top level Distribution List
- Ad hoc tasks.

**Experience, Qualifications & Competencies**

**EXPERIENCE**:

- Experience in a similar role is highly advantageous
- Previous experience within an Investment bank.

**COMPETENCIES**:
**BEHAVIOUR SKILLS**:
Organizations skills:

- Can identify the different tasks that need to be completed and prioritises them, based on their importance and urgency and on objectives defined. Applies an organised and methodical approach to work.
- Coordinates with team members to set their priorities, understand their constraints and ensure that actions are consistent.
- If relevant, delegates within a clear and structured framework.

Communication skills - oral & written:

- Is an effective communicator, who can deliver complex and clear information or messages, both oral or written
- Can adapt the message appropriately according to the communication modes & referential systems of the audience/target, in a balanced and timely manner and in line with business/strategic interests. Escalating issues as necessary.
- Uses non verbal communication where appropriate.
- Is able to balance listening and talking to foster a productive dialogue.

Ability to collaborate / Teamwork:

- Supports team members when required and contribute to a positive work environment. Acts with team’s interests in mind.
- Shares information with people they work with (including manager and team members) about work completed, next steps and areas of concern.
- Adopts an attentive and compassionate attitude in order to understand different cultures and respects diverse opinions and mindsets.

Attention to det

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