Job Description

Key Roles & Responsibilities - Handle incoming post and messages, filter emails and, where necessary, respond to these or drafts responses ready for review tailoring these to suit the audience; - Assist the diving department staff in handling of duties, serving as an informational resource for the department with regards to administrative inquiries or problems; - Assist the diving department with visitors enquiries; - Assist department on his administrative needs and documents; - Create clear documentation and mapping of processes and coordinate and prepare work to support the team including all preparation, follow up and minutes taking; - Maintain records in paper files and I or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records; - Monitor and review budget expenditure and invoice payment for the department, including expenses and stationery; - Maintain the department supply inventory, including placing orders and handling receipts and delivery; - Handle purchase orders through 1-Proc. Take care of all department purchase requirement through 1-Proc. Need to follow up until we receive the material; - Co-ordinate for the departmental General Service requirements; - Follow up with finance for payment status (after payment request submitted to finance); - Assistance for filing of department documents; - Manage and coordinate appointments, visits, meetings, conferences and power point presentations, including travel and accommodation and other ad hoc tasks for department; - Follow specified systems, processes and procedures, implemented in the workplace, to ensure compliance with legal, regulatory, and other requirements/standards; - Work safely at all times, protecting the health and safety of everyone in the workplace; - Perform other job-related duties as assigned. Education & Professional Qualification: Diploma in Secretarial or Office Management or any related field (technical support). Professional Experience: 2 - 3 years in technical support or office administration. Experience in an operational department is preferred. Geographic Experience: Not a requirement Computer Skills: Very Strong knowledge Microsoft Office and web applications; Oracle is a plus Language Skills: Fluent in English - both written and spoken; Arabic a plus Market/Industry/Functional Knowledge: - Strong knowledge of administrative and clerical procedures - Strong knowledge of data recording and management methods tools and related techniques - Understanding or project management practices - Good understanding of Quality Management Systems, such as ISO 9001 Others: - Pleasant personality - Good interpersonal and communication skills