A. Administrative & Secretarial Support
Provide full administrative support to senior managers, including calendar management, meeting coordination, travel arrangements, and document preparation.
Prepare agendas, circulate pre‑reads, schedule meetings, and take minutes for meeting and other departmental forums as required.
Screen, prioritize, and route incoming emails, calls, and correspondences to ensure timely response and action.
B. Documentation, Reporting & Data Management
Support in preparing departmental reports, KPI reviews, financial analysis inputs, annual budgets, and performance summaries for management review.
Create, maintain, and update databases of internal and external stakeholders; ensure proper archiving (electronic & physical) of all departmental documents.
Review departmental documents for accuracy, compliance with company templates, and adherence to standard procedures before submission.
C. Department Coordination & Communication
Act as the central coordination point between internal teams, external partners, clients, and visitors, maintaining a professional and service‑oriented interface.
Follow up on ongoing and upcoming departmental projects; track progress, update status logs, and ensure timely completion of deliverables.
Support special projects, events, and departmental initiatives as assigned.
D. Staff Administration
Oversee staff leave planning, attendance, overtime updates, and duty resumptions through PD systems.
Maintain confidential employee files and handle the administration of outsourced staff, contracted support roles, and trainees.
Support coordination of internal/external training programs and ensure required documentation, records, and compliance measures are maintained.
E. Procurement, Finance & Office Management
Raise and process purchase requisitions, OPEX/CAPEX requests, GRNs, and contract renewals (Oracle / MAXIMO / other systems).
Manage petty cash, office supplies, and inventory; ensure timely replenishment of office and operational resources.
Oversee maintenance and readiness of office premises, equipment, and departmental tools.
F. Compliance, Quality & Corporate Governance
Ensure compliance with organizational policies related to HSE, Information Security, and Code of Conduct.
Support risk reduction efforts by reporting incidents, non‑conformances, and ensuring proper adherence to safety and security procedures.
Maintain accuracy and confidentiality of departmental data and ensure secure handling and disposal of records.
G. Ad‑hoc Support
Perform all other related tasks and temporary assignments as directed to support departmental goals.
QUALIFICATIONS, EXPERIENCE AND SKILLS:
Essential Qualification: Bachelors degree in business admin, management, quality, commerce, or relevant.
Desirable Qualification: Certificate in Secretarial practice, Graduate degree, Bilingual (English & Arabic).
Work Experience: at least 3 years of experience in administrative, secretarial, or coordinator roles, preferably in a large organization.
Technical skills required to perform the role: Advance MS Office; Outlook, Excel, PowerPoint, word/ Good Communication skills, Oracle Fusion.