Job Purpose
- To provide a range of administrative support services across the Foundation; to be the first point of contact for external enquiries, reception and post were required and other ad hoc duties; to work within a multi-disciplined team, delivering tasks effectively.
- Responsible for providing timely and accurate administration support to all members of the Finance Team, to the Executive Finance Director.
Frameworks, Boundaries & Decision-Making Authority
- Function within the framework and boundaries of Khidmah's policies as well as overall organizational and governance frameworks.
- Accountable for Khidmah business within the boundaries decided by the overall strategic plan and approved budgets.
- Authorized to take decisions as per the approved authorization matrix.
Key Accountabilities
- Serving as the point person for information and material distribution to internal departments and outside organizations
- Arranging multiple meetings with Executive Finance Director & Executive Management Team.
- Prepare MOM and follow up to ensure completion of action list of multiple Meetings as needed.
- Provide full administrative support to the Executive Director & the Team as required.
- Creating, organizing and managing paper and electronic files.
- Support the annual financial audit processes through the preparation of standard reports as well as other custom reports as requested.
- Processing expense claims used by the department.
- Coordinate with different departments to smoothly process HC forms, approvals, updates and Executive Management authorizations.
- Structuring the department's Org Chart on Visio and maintain structure updates.
- Drafting and preparing presentations, spreadsheets, correspondence, and emails as directed by the Directors as needed and required.
- Support through Issuing PRs on behalf of Finance department services and ensure the completion process.
- Providing support, assistance and cover across the wider Finance team to manage team shortage and peak periods.
- Streamline processes and procedures for improving operational efficiency of finance reporting and budgeting systems.
Ad-hoc requests as required by the Executive Finance Director.
Education, Experience and Skills
Education:
Experience and Skills:
Experience:
- 2-4 years Work experience in administration and secretarial.
Skills:
- Leadership
- Time Management
- Team working skills.
- Ability to Multi Tasks
- Organizational Skills
Good Interpersonal Skills
