Job Summary
The candidate will be responsible for supporting the relevant team by coordinating various functions and helping in administrative and clerical duties. The roles and responsibilities underlined in the job description template are doing project management, tender clerical functions like providing phone support, gathering and distributing team information like emails, technical data, reports, and other things, assisting in preparing monthly and quarterly reporting and doing research work for the team.
The skills required are good communication skills and professionalism, should be a team worker. The individual should have computer knowledge and positive and calm approach. The educational qualification required is, university degree / diploma or equivalent. Experience in administrative work is an added advantage.
Accountability & Scope
Will be responsible for a range of administrative duties to ensure that the rest of the team can focus on their main roles. With the help of their team leader, a Team Assistant schedules appointments, alerts the team of looming deadlines and often keeps track of project expenses.
Duties & Responsibilities:
Remotely Supporting team members in Different Regions:
- Power-point Presentations
- Expenses and Budgets
- Arranging flights - Hotel Bookings – Visa support
- Organizing meetings – team events
- Managing Appointments – Calendars
- Gathering information for projects.
- Making sure the day-to-day operations of the team are running smoothly.
- Ordering office supplies.
The company's Tender Coordinator Roles and Responsibilities
Support Compliance:
- Ensure company's countries’ tenders comply with the company's tender SOP.
- Support with OEC reviews and queries.
Document Management and Follow Up:
- Receive request for documents/tender approval forms from affiliates.
- Ensure that affiliates complete Form B (approval form) before forwarding documents to SVP.
- Authorization collection: Collect authorization from SVP and sends documents back to affiliates.
- Filing: File all tender documents in the company's Tender Shared drive
- Tracker Maintenance: Maintain the company's tender tracker file in the company's Tender shared drive.
- Monthly follow up: Follow up monthly with affiliates for updates on the completion of tenders (deliveries fully completed)
- Countries in scope: Belarus, Turkmenistan, Uzbekistan, UAE, Qatar, Oman, Bahrain, Iraq, Libya, Tunisia
- Undertaking ad hoc administration tasks as required, such as expense reconciliation, raising purchase orders and assisting with documentation.
- Acting as the first point of contact for the team.
- Coordinating team schedules.
- Managing the calendar and email for Team Managers.
- Continually looking for opportunities to develop and improve systems and procedures to maximize team efficiencies.
