Job Title
Administrative Assistant
Business
Retail
Job Purpose
To contribute to the day to day smooth functioning of the department through the performance of various tasks including, but not restricted to handling departmental communication, office management and making necessary travel arrangements.
Principal Accountabilities
Office Management:
Schedules meetings and reminds manager/department staff of the same
Coordinates conferences/events/activities
Organizes and maintains departmental files and other records .
Requests and receives office equipment/stationary
Receives department visitors
Enters employee leave requests after ensuring that the proper approvals are in place and confirms that employees resume duty as per the approved leave
Monitors staff attendance and informs the manager of late arrivals/early departures.
Updates staff expense claims in HRMS.
Follow ups with site managers and ensure that they have investigated and replied to Customer Complaints that is sent through Customer Care Dept.
EHS
Coordinates and arranges for all EHS related training for new and existing staff.
Prepares EHS KPI Monthly report.
Coordinate and arrange IMS training.
Coordinate and arrange with HO clinic Health Evaluation for the staff
Communication:
Receives telephone calls and records and relays messages
Receives/prepares/disburses departmental communication e.g. letters, memos, faxes, etc ...
Coordinates/follows up with other departments for purposes of information gathering
Prepares fairly complex reports/documentation (often technical in nature) as requested by the manager
Prepares presentations to internal/external parties
Prepares meeting agendas and takes the minutes of the meetings
Travel
Handles necessary travel arrangement through coordination with government relations and travel agents
General
Performs similar or related tasks as requested by the manager
Records departmental budget expenditure
Raises Purchase Requisitions in Oracle System, following up on Purchase Order creation, processing of invoices.
Additional Principal Accountabilities
Experience
Secondary Education (12 grades)
3 years experience in a similar capacity
Sound knowledge of Microsoft Office (Word, Excel and Power Point)
Good written and spoken English/Arabic
Good interpersonal skills