Head Real Estate, Property & Finance

Job Purpose

Manage Admin Real Estate , Property and Finance to find, evaluate, propose and finalize new real Estates for Mashreq's various business units, as well as to Manage Central Bank relationships of new, renewal and closure premises as per Mashreq Management and Business decision. Central interface between Admin and the Business Groups across Mashreq for all the matters relating to financial approvals, rent chargeability, compliance and risk related issues, timely vendor /supplier payments, management reporting, centralized of LPOs through Oracle system, Administer Mashreqbank’s owned/refinanced properties at the highest level of efficiency as per directions and policy of the Bank to help in achieving profitable goals within the agreed parameters and to effect maximum profits for Real Estate Branch, EBSU,ATMs and offices etc. Supervise the property units at Dubai, Abu Dhabi and Ras Al Khaimah across Mashreq bank. Oversee the financial & operational performance of all Mashreq RE & properties. Admin, Owned Properties Budget & MB Premises, Property Mahsreq Global HQ and overall MB owned premises, rented and property management with excellent financial control, savings internal & external entities. To ensure that Mashreqbank’s real estate investment and franchise is protected to the greatest extent possible through professional, effective and prudent management of building operations, the expense base and an effective premises strategy. Responsible for leading teams, both local and remote. Strong leadership skills, including the ability to inspire, motivate, and guide teams towards achieving goals, are significant attributes for this role. Manage overseas , MGN location financial , Real Estate search , negotiation with LL , cost control and operational Procedure

Key Result Areas:-

Finance management and operational control:

• Developing, implementing, and managing Finance strategy for the portfolio to support the business plan for MB premises , offices and own properties.

• Implement Control for the release of payments strictly in accordance with the parameters defined in Authority Delegation Manual or any other sub-delegated documents Control timely release of payments to vendors, thereby improving Bank's image and reputation in the market.

• Prepare and submit for review the financial budget plan for Admin. Dept and owned Building (HQ, DOZ1&2, DIC, Head office , ……….)

• Monitor control annual budget periodically for Property Unit / Admin department and for owned Building (old HQ, DOZ1&2, DIC, Head office etc.

• Ensure that the expenses are booked according to the policies defined in APM

• Review and update SOPs for admin department Adhere to the vendor management policy and the tendering process for all the CAPEX/OPEX

• Maintain close coordination with the Financial Units of all the Business Groups / Support Divisions accurate rent chargeability, utilities, Maintenance ….etc. for the premises occupied /owned office / branches/ ATMs / offices etc.

• Prepare changeability for various services of MB activities within UAE

• Review and control (against documentation / budget / commitment) every payment made for Mashreqbank to external suppliers of goods services and staff in Oracle Financials (Accounts Payable) in line with Accounting & Procedures Manual under approved Chart Accounts duly segregated for Branch, Business Group, Centre and Product, and- avoid duplication of payment in order to evade inherent financial risks.

• Organize restructuring of expanses' booking methodology in coordination with the financial Control.

• Supervise monthly reconciliation of prepaid/sundry accounts & GLs with CAD
• Monitor control Capitalization of admin Project with CAD and accounting related issues
• Coordination with Business Groups across Mashreq for Projects Capitalization

• Manage Admin Project Guarantees letters and to Prepare monthly proof for prepaid accounts and follow up Bank Guarantees renewal as well on time for smooth control.

• Conceptualize system capability enhancement/automation of manual processes and develop specifications, testing and authentication of correct result for implementation.

• Provide accurate & timely information to Central Accounts for booking the property income and accruals thereof owned building

• Administer Custody of original documents (security cheques, bank guarantees, performance bonds, title deeds, affection plans etc.) submitted by the vendors in connections with the supply of goods / services s to Mashreqbank

• Manage (centralized) issuance of LPOs through Oracle System, eliminate manual efforts and generate MIS smoothly following digitalization process

• Check for accuracy of invoices, due authority, confirmation for receipt of goods/services, LPOs issued, and avoid duplication of payment in order to evade inherent financial risks.
• Prepare information for the regulatory authorities / Real Estate Bank within the target dates.

• Compliance with audit recommendation and handling Admin audit as well providing guidance to Admin managers for compliance of Audit raised points.

• Provide support to the Unit Heads within Admin through regular detailed MIS and analysis.

• Managing admin Department Petty cash timely processing and clearance submission to Central accounts

• Handling all MB invoices for all services and new tenants related all contracts, service Charge, RERA and Land department etc.
• Create reserves/Prepaid for expenses as required.
• Prepare quarterly invoices for Mashreq tenants and expenses analysis for various departments.

• Management of Utilities Bills of all UAE location management and payment clearance on time

• Support and provide technical support for Mashreq overseas and COEs teams for their MB financial real estate related projects.

• Overseas Visit for providing trainings related MB finance and guidance related SOPs etc.

Mashreq Own Property Management:

• Administer that all the Bank properties are fully occupied (100%) throughout the year

• Monitor flow of accurate & timely information to Central accounts for booking the property income and accruals thereof.
• Manage timely collection of rents for bank’s buildings and its proper accountability.
• Examine market rates and obtain highest possible rentals,
• Manage the renewal, negotiation, best terms and conditions, termination and Authority registration for all Mashreq tenancy contract on time
• Exercise control to ensure that the over-dues (for the current year) at all times are minimal and zero for the previous years.

• All search multiple locations explore good rate for own properties selling and Land dept. check

• starting to end all stages clearance for Transfer.

• Main Finance CA meeting for own building budgeting, relocation staffs in own premises, Building and offices

• Property affection plan and lease renewal with Land department and Municipality

• Collection of rentals for own properties

• Evaluation of own properties

• Increase occupancy rate and achieve full occupancy rate

• Handling Preparing Property Management System for owned buildings
• Cost savings whenever Possible

• Selling of Bank unwanted own Properties and Purchasing complete Real Estate tasks with external entities management and obtain approvals from Business as well senior management of Mashreq to benefits Bank interest.

• Prepare Bank properties all complete information then legal feedback before presentation to seniors for approvals.

• Sale and Purchase of own properties and management efficiently

• Ensure all approvals and process follow up with Legal, Land department for own properties and rented premises, offices.

Global Real Estate Management for Mashreq Branches, EBSU, ATMs, and Offices:

• Handling all rented request with excellent services in professional manner to keep the branches, EBSU, offices and MB premises in excellent satisfaction.

• Achieve highest occupancy and rental yield for real estate branch , offices and MB own buildings

• Coordinate with Commercial Recovery Unit / Legal Department in connection with issues for refinanced buildings

• Implement policies relating to property matters and also clear eye on market for new govt. polices of RERA, Land department to keep update MB Properties records

• Monitor timely collection of rents for the Bank’s buildings and its proper accountability.

• Prepare and submit property Returns to regulatory authorities (Real Estate Committee) to avoid any ultimate penalties.

• New premises rent negotiation and secure 1% or more savings of rent

• Email or letter address to CB within timeline expressing our interest related to MB premises

• Managing CB approvals for MB Premises (Real Estate - Ensure all premises CB related approvals are taken care as per Business request for new, renewal and cancellation.

• All EBSU, Branches and offices all meeting with CB and inspection arrangement for MB Premises

• Letters issued to LLs within timeline expressing our interest in renewing the lease agreement

• Letters/ emails with intent of negotiating the lease value

• Handling with external entities for timely Successful timely renewal of the lease agreement for MB premises

• Agreements Renewal (Real Estate - Ensure all premises' lease agreements are renewed within the timeline and well negotiated prior to renewal)

• Premises relocation plan (real Estate - Secure at least 1% saving on premise's rent value from relocation plans)

• All real estate search multiple locations explore and Landlord, DM and Land dept., RERA check

• Business RBG meeting for new, existing premises and finalization review, approvals and complete follow up

• Closure of rented premises and offices all site visit check for proper handover and landlord exit meetings for smooth handover

Mashreq bank ATMs new , renewal and cancellation Management :

• Supervise of ATMs across UAE MB for new, renewal and cancellation activities with regulatory and external landlord, DM etc

• ATMs MIS and review with Business unit all contracts timely renewal to avoid any impact customers services.

• Manage to Negotiate the rent with landlord for further renewal and involve RBG for further discussion based on the performance of the ATM.

• Manage to liaise with Landlord , Central bank and business unit for ATM activities for smooth operations for Customer.

Bank Car/ Visa, Asset and telephone operators and Parking Management :

• Organize foreign visas with multiple Embassy for staff intending to visit overseas locations.

• Renewal of Vehicle Registration Insurance and maintenance related of Bank vehicles.
• Management of Official Car services for Bank wide staffs in UAE

• Managing and supervision of telephone operators for smooth customer services

• Supervision to Bank drivers for smooth services of day-to-day request management related Bank official car management

• Fixed Asset management as handling the fixed items in oracle system for all MB including MIT as best utilization of bank Assets

• Asset Tagging project for across Mashreq locations with CAD

• Ensure system capability enhancement/automation of manual processes and prepare specifications, testing and authentication of correct results for implementation.

• Staffs Car parking management in HQ , DOZ , DIC etc with care and Control car parking -facilities for staff in/near designated buildings

• Manage staff parking in all owned Premises of all Business Units for smooth functioning of parking.

• Provide staff parking as per bank policy to staff located in owned buildings

• EXCO - Finance & Strategy, Admin timely review for Finance, RE, Property and submission to HCA office

• Arrange details information and provide the assistance for special projects related to Admin

• Providing guidance related prism system and keep update all admin unit for prism Risk management rules & regulation adherences to comply all processes as per Bank Policies and processes.
• Handling of business Asset transfer requests in Iporc system and collaboration with AMU
• Comply with the- ORM's requirements for submission of required critical information in coordination with Unit Manages and monitor the results.
• Risk assessment of vendors at the time of contract renewal
• Asset Transfer for Bank items as required.