Job Summary

The Administrative Assistant supports the assigned manager. The jobholder’s responsibilities include the organization of the assigned managers’ schedule, the handling of business trips logistics and bookings, the management of logistics for meetings for assigned managers and the execution of secretarial activities (e.g. response to phone inquiries, printing and archiving), as needed.

Key Responsibilities (Financial)

• Ensure responsibilities are fulfilled in a cost effective manner

Key Responsibilities (Customer Focus)

• Organize the schedule of assigned managers, as needed
• Handle the assigned managers’ business trips and logistics, including transportation, accommodation and schedule, in coordination with the Travel & Logistics Officer, as needed
• Welcome and ensure visitors are being well attended, as needed
• Book rooms and conference facilities as per the assigned managers’ requests

Key Responsibilities (Internal Business Process)

• Conduct departmental control activities, such as organizing, numbering, labeling and archiving both external and internal documents
• Undertake basic document related work, such as printing, binding, formatting etc. and liaise with Printing & Archiving Officers, as needed
• Arrange meetings, take minutes and keep notes for the assigned managers, as needed
• Deal with phones and email enquiries on behalf of assigned managers, as needed
• Prepare internal circulars and correspondence with internal and external parties, as instructed by the assigned managers
• Undertake general data entry activities, as needed
• Implement corporate policies and procedures

Qualification, Technical Skills and Competencies

• High School Degree
• Good organizational skills
• Good communication and interpersonal skills
• Strong attention to details
• Good time management skills
• Proficiency in spoken and written Arabic and English

Specific Experience Required to Execute this Role

• No prior experience required