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Team Lead, Mail Room and Managed Print Services

Nigerialead

OtherTeam Lead

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Quick Summary

Overview

DUTIES & RESPONSIBILITIES Plan, organize and coordinate day-to-day running activities of the Mail Room to ensure smooth operation and achievement of departmental targets in mail delivery.

Technical Tools

OtherTeam Lead

Responsibilities

~2 min read

→Plan, organize and coordinate day-to-day running activities of the Mail Room to ensure smooth operation and achievement of departmental targets in mail delivery.
→Develop defined mail delivery processes/procedures and communicate to all stakeholders (departments, branches, Area Offices/BDOs).
→Execute, implement, control, and monitor compliance with processes and provide feedback.
→Report stakeholder input into the quarterly planning process and ensure compliance.
→Handle daily receipt of cheques, inter-branch items, and other financial instruments/mails from branches and confirm contents against the schedule/mail manifest.
→Receive mails and financial instruments from Head Office departments and supervise sorting into appropriate pigeonholes.
→Ensure all mails and instruments are accurately captured in the Excel mail manifest (sender, recipient, amount, etc.).
→Supervise automation of mails for dispatch and ensure safe custody of dispatch records.
→Coordinate mail bagging and handover to courier representatives for delivery.
→Process delivery of E-Business Tokens, Diaspora Banking cards/PIN mailers, and other shipments for international delivery via DHL.
→Handle receipt of special delivery shipments for bank-wide or external distribution.
→Supervise processing of share certificates, dividend warrants, and mails from external entities.
→Monitor workflows, track delivery reports, and communicate Proof of Delivery (POD) to senders.
→Verify and process courier bills for payment.
→Manage courier consumables (mail bags, padlocks/keys, pouch bags) and ensure availability for branches.
→Respond promptly to urgent requests and maintain adequate stock levels.
→Initiate reorders when stock reaches minimum levels.
→Ensure quality correspondence with branches, departments, and external customers.
→Handle complaints and resolve issues between the bank and courier vendors (UPS, DHL).
→Oversee courier vendor operations within Head Office.
→Invite courier companies for price and service comparisons during contract renewals.
→Enforce compliance with bank policies on Information Security, Document Management, and Clear Desk practices.
→Supervise day-to-day activities of the Print Management Unit.
→Liaise with departments and vendors on Managed Print Solution issues.
→Ensure SLA compliance and escalate issues where necessary.
→Analyze vendor invoices and ensure accurate billing based on usage.
→Monitor departmental usage and report expenditure.
→Conduct quarterly performance reviews with stakeholders and gather feedback.
→Supervise General Services helpdesk operations.
→Monitor and resolve incidents logged on the SLA Help Desk.
→Prepare weekly and monthly reports on service performance and trends.
→Perform duties as Web Administrator for the General Services Department.
→Manage the intranet portal and ensure effective dissemination of information.
→Liaise with IT and M&CC for technical and design support.
→Perform regular backup of portal documents and records.

Requirements

~1 min read

Minimum of a good first degree in Business Administration, Public Relations, Engineering, Computer Science, or any related discipline from a reputable institution.
An MBA and/or relevant professional certification is an added advantage.