Job Description

Communication

Internal Communication:

EVP - Support Services


Management Leadership Team


Department personnel

Purpose:

To organize and expedite the workflow through the EVP office, prepare and review presentations, coordinate and follow-up on status of assignments/requests/meetings


To coordinate meetings, communication, presentations, etc.


To assist and perform routine administrative tasks in support of their activities

External Communication:

Company Stakeholders/ Business Partners/ Customers/ Ministries

Purpose:

To facilitate the exchange of clear and effective communication with external parties, coordinate meetings, arrange venues, etc


Occupational Health & Safety and Environment

Accountability:

Accountable to their line manager and direct reports so far as is reasonably practical to ensure:


a safe place or work; safe systems of work; safe plant & equipment; provision of information and training.

Responsibility:

Responsible for:

His/her personal safety and that of all personnel under his/her authority, including others who may be affected by the company's activities. In particular to:


Conduct risk assessments on activities within their department ensuring that the methods and safe systems of work are safe and implemented; Ensure all employees and contractors under their control are competent to undertake their duties; Ensure all accidents, incidents and near misses are reported and investigated; Promote good behaviours and set a personal example with regard to occupational health and safety matters.

Authority:

Managers/Supervisors have the authority to stop work when health and safety is unsafe or being compromised.

Education & Professional Qualification:

Bachelor Degree in Secretarial or Office Management or any relevant field

Professional Experience:

5 years in office administration or an executive secretarial position

Geographic Experience:

Preferred

Computer Skills:

Excellent knowledge of Office and web applications

Language Skills:

Business fluent English and Arabic

Market/Industry/Functional Knowledge:

Strong knowledge of administrative and clerical procedures


Strong knowledge of data recording and management methods, tools and related techniques


Good knowledge of corporate functions and activities

Key Roles & Responsibilities

Perform all administrative, support and secretarial functions of the office and ensure effective maintenance of EVP's calendar and diary as well as confidential files and records Manage, schedule and arrange appointments, visits, meetings and conferences, company/department events, including any related travel, accommodation and/or venue bookings for EVP, ensuring that all activities are well coordinated and executed Organize and expedite flow of work through EVP office and initiate any follow-up action. Produce documents, briefing papers, reports and presentations. Organize meetings and ensure EVP is well-prepared for meetings Communicate directives and information from the EVP to direct reports, other department managers and employees and follow up on the status of assignments Compose, type, and distribute meeting notes/minutes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. Handle incoming mail and messages: open, screen, read, route, and distribute incoming mail or other materials and filter emails, and, where possible, respond to these or drafts responses ready for review by the EVP, tailoring these to suit the audience. Coordinate and compile information from different sources and present it in a relevant format to enable EVP to understand and use it effectively; conduct searches to find needed information, using such sources as the Internet. Prepare special reports as and when required: gather, summarize and analyze data. Responsible for paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. Maintain records in paper files and / or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records. Assist in monitoring the budget expenditure and invoice payment for the office, including expenses and stationery; keep records of collections and disbursements, and ensure accounts are balanced. Maintain the supply inventory, including placing orders, arranging delivery, dispensing supplies and handling receipts. Build and maintain good relationships with Company's stakeholders/customers to promote and develop outstanding internal and external customer service. Receive and distribute work for Driver/Messengers through Helpdesk as per business requirements Supervise work of Driver/Messengers by allocating their daily assignments and ensuring completion of the tasks Submit team's overtime, leave applications, vehicle repair requests and other processes Provide recommendations on new subordinate hires and ensure the availability of all resources required to perform assigned tasks and activities Supervise subordinate staff, assign work activities, monitor performance and review results Act as a coach to subordinates, identify their training and career development, recommend training courses and follow-up on their personnel records such as timesheets, discipline, vacations, leaves and absenteeism Perform other job-related duties as assigned.

Education & Professional Qualification:

Bachelor Degree in Secretarial or Office Management or any relevant field

Professional Experience:

5 years in office administration or an executive secretarial position

Geographic Experience:

Preferred

Computer Skills:

Excellent knowledge of Office and web applications

Language Skills:

Business fluent English and Arabic

Market/Industry/Functional Knowledge:

Strong knowledge of administrative and clerical procedures


Strong knowledge of data recording and management methods, tools and related techniques


Good knowledge of corporate functions and activities