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Job Title

Analyst – General Administration (GA)

Location

GIFT City Branch (IFSC)

Reporting To

Head – General Administration / Branch Operations

Role Objective

The Analyst – General Administration is responsible for supporting the day-to-day administrative, financial, compliance, outsourcing, and facility-related operations of the GIFT City Branch. The role ensures effective cost control, regulatory compliance, vendor governance, asset and resource management, office infrastructure readiness, and business continuity preparedness in line with internal policies and applicable regulatory frameworks.

Key Responsibilities

1. Financial Management & Cost Control

• Assist in financial planning, budgeting, and tracking of general administration expenses.
• Coordinate with the Finance function on budget formulation, forecasts, and expense monitoring.
• Support cost control initiatives to optimize administrative expenses and minimize wastage.

2. Accounting & Invoice Processing

• Manage end-to-end invoice processing, including receipt of vendor invoices, preparation of internal approval documentation, obtaining management approvals, and coordination with relevant internal teams for processing and closure.
• Ensure timely processing of invoices with complete supporting documentation.

3. Office & Facility Management

• Ensure a clean, safe, organized, and functional workplace to enhance productivity and operational efficiency.
• Oversee and coordinate:
  • Housekeeping and security services
  • Office equipment and machines
  • Vehicle and driver coordination
  • Printer and office infrastructure management
  • Server room and UPS room oversight
  • HVAC systems
  • Utilities such as diesel, water, and electricity
  • Office events and logistics

4. Office Relocation & New Office Setup

• Support office relocation activities, including planning, coordination, and execution.
• Coordinate with internal stakeholders and external vendors for:
  • New office interiors and fit-outs
  • Furniture, fixtures, and equipment setup
  • IT, security, and access readiness
• Track timelines, dependencies, approvals, and documentation related to relocation and new office setup to ensure smooth transition and operational readiness.

5. Regulatory & SEZ Compliance

• Support compliance with applicable laws, regulations, and IFSC/SEZ requirements.
• Gather and maintain information required for SEZ invoice endorsement and regulatory reviews.
• Handle periodic regulatory submissions and statutory filings.
• Support maintenance of SEZ‑related records and registers and assist during audits, inspections, or regulatory reviews, as required.

6. Record Keeping & Documentation

• Maintain accurate, complete, and up-to-date records for smooth operations, including regulatory forms, outsourcing documentation, invoice and payment trackers, asset registers, system and access logs, CCTV and call recording registers, courier registers, and key registers.
• Ensure records are audit-ready and easily retrievable.

7. Outsourcing & Vendor Management

• Manage general administration outsourcing activities, including vendor sourcing, onboarding, due diligence, documentation, and coordination of agreement execution.
• Prepare approval notes and regulatory forms related to outsourcing.
• Ensure end-to-end compliance with internal outsourcing governance framework, including periodic reviews, risk assessments, regulatory submissions, and timely closure of approvals.

8. Resource & Asset Management

• Ensure availability and optimal utilization of office resources, assets, and materials.
• Maintain and periodically update asset registers and usage records.

9. Self-Inspection & Internal Controls

• Perform periodic self-inspections and internal checks to ensure adherence to established processes and controls.
• Document observations, track corrective actions, and support timely closure.

10. Keys & Access Management

• Maintain keys and access card registers.
• Ensure secure issuance, tracking, return, and periodic review of access rights.

11. Business Continuity Planning (BCP)

• Support development, documentation, and maintenance of Business Continuity Plans for GA-related activities.
• Coordinate BCP-related matters with relevant risk and control functions.

Key Skills & Competencies

• Strong understanding of general administration, office infrastructure, and vendor coordination
• Knowledge of outsourcing governance and regulatory compliance
• Strong coordination and stakeholder management skills
• High attention to detail and documentation discipline
• Ability to manage multiple workstreams and meet deadlines

Good communication skills in English

Mitsubishi UFJ Financial Group (MUFG) is an equal opportunity employer. We view our employees as our key assets as they are fundamental to our long-term growth and success. MUFG is committed to hiring based on merit and organsational fit, regardless of race, religion or gender.