Administrative Assistant
Muscat, Oman
Job Description
Job Purpose:
- Execute and support functioning of GM-IT & Operations office. Support, monitor, track and follow up on the actions items assigned to IT and operations teams. Liaise with other departments to ensure that IT and operations needs are handled by these departments
Job Responsibilities:
Monitoring & Tracking
- Render support to IT, Operation & Admin Department in documenting IT & Operations Division Strategy and Budgets
- Support to centralize IT & Operations Finance Management components viz. Review of IT & Operations Finance including Capex & Opex with the GM-IT & Operations and executive leadership team of the Bank, Contracts & Agreements, Invoice payments, budget tracking etc. pertaining to IT & Operations
Compliance
- Ensure regulatory compliance
- Ensure compliance and adherence to Bank’s policies and procedures.
- Ensure compliance with bank’s Information Security Policy.
Operational
Other tasks
- Manage the quotations procured from vendors/suppliers as when required.
- Establish monitoring process of the assigned work / task within the stipulated timelines in coordination with the IT & Operations team and external sources
- Manage the IT & Operations project related (Non PMO) travel arrangements including air-ticket, hotel accommodation, visa arrangements, claims etc. of Project team members
- Support development and maintenance of IT & Operations policies, procedures, methodologies, and governance — as well as performance management frameworks and metrics to ensure the Division delivers value to the enterprise.
- Responsible for preparation, and consolidation of business plans and budgets for the Division.
- Support review IT & Operations costs and cost structures for the services and products so that the financial implications of the projects and activities are communicated to the proper Division and business executives.
- Direct risk evaluation and compliance management processes.
- Support the GM - IT & Operations on workforce management, including the sourcing, training and development of staff.
- Manage Coordination activities of the Division with regard to:
- (i) Documentation – Draft of letters, mails, note to file, internal memos, proposals, reports, presentations as required; Provide support to stakeholders in IT & Operations in preparing presentations including technical & strategic; Organize & maintain the Division’s files & records.
- (ii) Management of Meetings - Plan and schedule meetings and appointments; Make arrangements for meetings and organize invitations received from internal and external sources; Organize and host recurring periodic staff meetings, Division’s meetings and other recurring project meeting; Prepare Agenda and the Minutes of the Meetings as and when required.
- Receive, distribute, send and track all correspondence received in the Office
- Compose, transcribe and verify all communications and administrative documentation of the Division.
- Prioritize & prepare/edit correspondence (mails /memos/letters /reports/ presentations etc) keeping track of all approvals.
- Actively manage calendars & meeting schedules in Microsoft Outlook, organize travel, compile expense reports etc.
- Track timekeeping and monitor and respond to routine correspondence.
- Follow up on Internal Memos, LPOs, Invoices and other documents with Administration, Finance & other concerned departments.
- Review staff attendance records. Notify the management on irregularities.
- Follow-up on the Division’s staff leave plan in co-ordination with HR.
- Follow up with HR on resource recruitment status for the Division
- To improve the quality of customer service provided by IT & Operations departments
- Adherence to the code of ethics
- Ensuring confidentiality
Other tasks
- Manage purchases on a department credit card and provide monthly reporting.
- Manage the IT Store & send monthly Item Request to Admin Department. Maintain and replenish inventory.
- Manage Software Licenses and Inventory Management Activities
- Invoice management & Associated Activities
- Maintain Service Level Agreements and Contracts management with vendors/departments
Job Location
Muscat
Relevant Experience in Years
2 Years
Required Qualification
- Essential (E): High Diploma
- Minimum 2 years’ experience of which 1 years in a similar position, is preferable
Special Certification
Any Other Relevant Information
Knowledge & Skills:
- Fluent in English and Arabic both in speaking and writing
- Proven ability to work with a progressive team
- Ability to manage multiple concurrent projects
- Relationship management with business and other stakeholders
- MS Office (Word, Excel, PowerPoint)
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Job Detail
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Job IdJD1446582
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationMuscat, Oman
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EducationNot mentioned