JOB STATEMENT
Reporting to the Principal/Program Head, the Senior Officer Administration plans, supervises and executes the necessary activities to ensure that the disciplines within the Campus operate in an efficient and effective manner.
Diary management and departmental liaison will be high on the list of priorities as well as accurate file management, minute taking, and hospitality.
QUALIFICATIONS & EXPERIENCE
Qualification(s)
- Bachelor Degree in Office Administration or similar
Experience Required
- 2 year experience in an office environment
- Experience in an educational environment preferred
Skills Required
- MS Office, keyboarding skills of a minimum of 60 wpm
- Scheduling and Tracking systems, Databases and Spreadsheets
- Customer service and reception skills
Language
- English: Fluency in written and spoken
- Arabic: Fluency in written and spoken
JOB SPECIFICATIONS
- Comply with EHS Policies, Programs and Procedures as per IAT/ADVETI EHSMS-General Framework and take responsibility for any aspect of EHS that they are involved in
- Prepare and edit correspondence, communications, presentations and other documents on behalf of the Principal/Program Head
- Responsible for all administrative and organizational responsibilities of the Office
- Maintain integrity of the Office through excellent customer service and high level of confidentiality
- Manage the diary and appointments on behalf of the Principal/Program Head, prioritize schedules and engagements of the office
- Arrange and minute meetings; record, transcribe and distribute minutes of meetings
- Follows up on action points to be taken made at meetings
- Review operating practices and implement improvements where necessary
- Compose and maintains correspondence and any relevant manuals
- File and retrieve documents and reference materials
- Conduct research, collect and analyze data to prepare reports and documents
- Translate documents as required
- Design and maintain databases
- Manage and maintain schedules, appointments and travel arrangements
- Arrange and co-ordinate Conference and events
- Monitor, screen, respond to and distribute incoming communications
- Liaise with internal staff at all levels and departments
- Liaise with other colleagues as required & Interact with external clients
- Co-ordinate project-based work
- Supervise, coach and train work placement students or Assistants
- Provide reception duties for visiting guests; answer and manage incoming calls
- Maintain the Principal/Program Head confidential information and records system including documentation on sensitive issues requiring restricted access
- Ensure the effective and efficient operation of all aspects of the Campus
- Organize and arrange documents for courier service and office supplies maintenance
- Assist with the administration and provision of event planning and management i.e. location booking, presenter booking, hospitality booking, attendees tracking etc. Assist with the production and mailing of mass mailing items
- Greet all visitors to the department offering appropriate hospitality
- Assist team members with IT and communication tasks
COMPETENCIES
- Team Work
- Interpersonal and Communication Skills
- Quality of Work
- Adaptability
- Self-Development
- Initiative
- Accountability
- Job Knowledge
