الوصف الوظيفي
Policies,
Systems, Processes & ProceduresFollow all relevant
departmental policies, processes, standard operating procedures, and
instructions to ensure that work is carried out in a controlled and consistent
manner.Secretarial
activitiesProvide full correspondence
services by routing mail as necessary and drafting replies when appropriate,
ensuring efficient management of reports, documents, and communications.Prepare presentations for
the department manager/team as required; write and edit minutes, reports,
correspondence, memorandums, and letters to maintain consistency and
standardization of formats.Conduct research using
internal databases and the internet, providing general information and liaising
with external parties as needed to fulfill departmental operational needs.Coordinate and arrange
travel for the manager and department, managing all logistical aspects
(itineraries, venues, etc.) to optimize time and effectiveness.Manage the
department’s/manager’s calendar, ensuring adequate time for meetings,
conferences, and other engagements while keeping the daily schedule organized
and ensuring timely arrival of internal attendees.Schedule and coordinate
meetings with senior management, including the CEO, ensuring the timely
distribution of meeting details (dates, times, locations) and advising
attendees of any changes in advance. Prepare and distribute meeting agendas and
minutes according to deadlines.Answer and screen telephone
calls, letters, and visitors, responding to routine queries and providing
information as necessary to ensure data availability and efficient service.Document ManagementMaintain an up-to-date and
comprehensive filing system, ensuring that correspondence is filed promptly and
that old files are periodically cleared to maintain organization.Continuous ImprovementContribute to identifying
opportunities for continuous improvement and sustainability within systems,
processes, and practices, considering global best practices, productivity
enhancement, and cost reduction.Quality, Health, Safety, & EnvironmentEnsure adherence to relevant
quality, health, safety, and environmental policies, procedures, and controls
to guarantee the safety of employees, quality of products/services, and
compliance with environmental standards.Statements and ReportsAssist in the preparation of timely and accurate
departmental reports and statements to meet departmental requirements,
policies, and standards.RequirementsMinimum QualificationBachelor degree.Minimum Experience & Knowledge & Skills1-2 years’
experience in a similar function.Good computing
skills and ability to work in MS office programs.Knowledge of
administrative and clerical procedures.Attention to
detail.Maintain high
level of confidentiality.Effective Planning
and organizing.Customer-service
orientation.Effective
language skills (Arabic & English)Ability to work
under stress.Proactive, initiative and creative skills.
