Job Description

JOB PURPOSE

Assist in conducting all functions related to the department's functions and other general administrative functions within DCT as per specified guidelines.

ACCOUNTABILITIES

Key Accountabilities

Operations

Ensure the administrative functions of the office run smoothly and efficiently.

Receive queries and explanations, if any, on behalf of the Director, and co-ordinate with the concerned personnel in the DCT to provide necessary clarifications.

Schedule appointments for and on behalf of the Director, provide information to callers, take dictation, compose and type correspondences, and perform other administrative tasks as and when required.

Take dictation from the Director and compose and type correspondences.

Answer the Director's telephone calls and give information to callers or direct calls to appropriate officials and place outgoing calls for the Director.

Record minutes of internal meetings conducted by the Director.

Draft letters and official correspondences as per the direction of the Director.

Prepare the Director's outgoing mail and send to relevant personnel for dispatch. This includes preparing cover letter as instructed by the Director, preparing envelopes, ensuring that the correspondence is addressed to the right addressee and arranging to deliver the correspondence in co-ordination with the relevant member of staff.

File correspondences and other documentation appropriately.

Coordinate with relevant personnel to arrange travel schedules and reservations for the Director.

Greet and receive visitors of the Director, inform Director and ensure that required attention and hospitality are provided to the visitors.

Perform other tasks related to the administration function as they arise and as delegated by the Director.

Policies, Processes and Procedures

Follow all section's policies, processes, procedures and instructions so that work is carried out in a controlled and consistent manner.

Collaboration

Collaborate with internal and external stakeholders on matters related to department's area in order to facilitate flow of information and also to build awareness in those areas.

Day-to-Day Operations

Co-ordinate with the department's staff with regard to the daily work, responsibilities and functions.

Prepare reports on various issues with regard to the department.

Assist the department in developing recommendations for process improvements in the section like workflow for routine work.

Provide input for the reports prepared by department's teams.

Perform other duties as assigned by the department director.

EHS (Environment, Health and Safety)

Comply with all relevant EHS guidelines, policies and procedures, by reporting incidents and hazards on a timely manner, and reduce consumption of natural resources to support in protecting the environment and ensure a healthy and safe work environment.

Change Management

Support the creation of culture susceptible to change management through a 'hands-on' and 'can-do' approach to DCT's new business opportunities, participating in the development of new initiatives, meeting planned targets, and demonstrating preferred high-performance behaviours.

COMMUNICATION & WORKING RELATIONSHIPS

Internal External

Department Director

Other Sectors and Department

Key Vendors & Suppliers

Government Authorities

Tourism Authorities

Tour Operators

QUALIFICATIONS, EXPERIENCE, COMPETENCIES

Qualification (e.g. Academic Qualification, Certifications, Licenses)

A Diploma in Business Administration, Project Management or equivalent.

Experience

Fresh Graduate or 2 years of relevant experience in the field.