Perform various administrative, secretarial and general clerical duties related to the division include managing the mails, preparing reports, handling telephone calls, maintaining files records, arranging meetings and directing the divisional visitors and other miscellaneous office tasks such as faxing, emailing, preparing the department format and etc.
Ensure the overflow works is managed with special focus on sensitive and confidential works as per the established procedures.
Job Specific Accountabilities
Type, proofread and distribute a variety of material such as letters, reports and tabulations. Includes entering, amending and retrieving information, and performing security copying and archiving of documents.
Complete and process standard forms, and prepare routine letters and reports from brief notes or verbal instructions.
Establish and maintain a filing system. Requisitions, maintains and distribute office stationery and supplies.
Receive telephone call at the office of assigned supervisor, answer queries and schedule appointments. prepare a list of telephone contacts and position for communication, invitation and letter address.
Answer and make telephone calls. Take down and pass messages as directed.
Receive, sort and distribute all incoming mail. Make copies as needed and presents to supervisor. Prepare outgoing mail for dispatch. Maintain a proper register and tracking for incoming / outgoing mail.
Arrange for meetings as instructed that includes arranging conference rooms, visual aids and refreshments, attending meetings to take minutes and scheduling the meeting appointment with the participants.
Perform other similar or related duties as assigned, such as compiling and circulating data, etc.
Generic Accountabilities
Policies, Systems, Processes & Procedures
Implement and comply with all relevant functional policies, processes, systems, standards, procedures, to accomplish operational objectives.
Innovation and Continuous Improvement
Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.
Health, Safety, Environment (HSE) and Sustainability
Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices.
Reports
Provide inputs to prepare Section progress reports for Company Management.
External Communications & Working Relationships
Occasional contacts with third party vendors/ auditors
Minimum Qualification
Secondary School certificate followed by 1year formal training diploma in office administration. Ability to type Arabic or English.
Minimum Experience, Knowledge & Skills
4 years\' experience in data preparation and computer operations support in a large organization.
Good knowledge of office management systems & procedures.
Good communication skills.
Professional Certifications
As applicable
Work Condition, Physical effort & Work Environment
Physical Effort
Minimal
Work Environment
Normally Air conditioned office environmen
Additional Details
Job Family / Sub Family: Administration & General Services / Administration Support
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