Job Description:
Office Management and Coordination
- Management of office support and incoming enquiries, including taking independent action where appropriate to resolve administrative matters and those not requiring specialist expertise.
- Provide direct support in handling and management of e-mail and written correspondence incoming to the office of the relevant manager.
- Responsible for diary management ensuring liaison with all relevant parties to organize meetings and schedules effectively.
- Provide full secretarial support in relation to the production of correspondence and records, including word processing, electronic and manual filing systems, dictation, production of agendas and taking informal notes/minutes of meetings etc.
- Ensure compliance with all relevant financial procedures, including responsibility for the monitoring of budgets, authorization of small amounts from agreed budgets and ensuring that other items of expenditure are properly accounted for.
- Ensure the effective management of office routines and systems within the Secretariat, developing and instituting changes as necessary.
Business Systems Management and Compliance
- Management of the business systems to include carrying out staff Development Reviews and identifying staff development needs within the team.
- Ensuring compliance with systems, processes, and agreed delegations.
- Ensuring compliance with procurement directives in conjunction with procurement policies and liaison with Procurement to resolve any procurement related issues.
- Creation of Administrations admin needs ensuring information is accurate to get the staff requests.
Travel and Departments Coordination
- Making all travel arrangements for staff, including flights and hotel bookings, and ensuring that any expenses rechargeable to third parties are processed accordingly.
- Welcome and Induction for new staff to Admin, IT, and financial procedures, etc.
- Carrying out the day-to-day meetings schedules.
- Doing all fillings, writing (Letters, Reports, Contracts, etc.) for the Office Head.
- Create requisitions/PRs, Apartment's rental, admin needs, stationary requisitions, new assets for new hiring, and all the Business Forms for any requirements, etc.
- Undertake regular reviews of Attendance (Leaves, Missions, etc.) to send a Monthly report to HR, etc.
- Liaison with IT dept. to cover all the Staff requirements, day-to-day management of the IT needed within the Division, plus having a personal good deal with IT solutions so to get some sort of solutions in hurry.
- Manage the company's mobiles arranging new connections.
- Getting administration things for the office like (water bottles, tissues, etc.).
- Preparation of progress reports & assist in forming department presentations
Job Requirements:
- Bachelor degree in a related field
- Minimum 4 years of Experience
- Excellent command of Microsoft Suites
- Excellent command of English & French (spoken and written)
- Excellent in Communication Skills
Technical Competencies
- Office Administration
- Diary and Schedule Management
- Correspondence and Email Handling
- Document Preparation and Record Management
- Financial Administration
