Admin Assistant

Role Purpose

The regional administrative assistant is tasked with managing day to day administrative tasks and providing full support to the regional head and regional business/support units. This includes managing diaries, contacts, business travels, and other tasks and administrative office requirements (Office supplies, stationary, expenses, fees, maintaining credentials and collating various departmental submissions for trackers etc...)

Key Accountabilities of the role

Customer Goals.

• Organizing diary and scheduling internal or external meetings for team members giving priority to Head of Department
• Communicate with different departments via phone and emails and help team members fulfill their requirements and requests (i.e,IT , Administration, HR, Marketing.. etc.) and with external clients
• Coordinate for Conferences, Invitations confirmations & prepare marketing material

Governance & Controls goals

• Arranging business trips for team members including getting the required internal approvals, applying for visa, making travel and hotel bookings, arranging transportation as needed and liaising with our clients
• All closed deals to be filed promptly per standard procedure
• Monitor department costs and expenses through monitoring department requisitions and expenses
• Familiarity with all new policies procedures related to petty cash / Travel / Al Madar and HR and provide explanation to the team

Financials

• Handle all types of staff expenses reimbursements ( Medical, Club membership,travel, Business gathering,etc) on Oracle - Al Madar System and other expenses manually for (Zawya, Bloomberg, tombstones and other required invoices) & petty cash expenses
• Monitor department costs and expenses through monitoring department requisitions and expense and report to head

People

• Handle and Monitor internal departmental communication and communicate with various departments to answer all enquires for team and head of team (IT, Government Relation, Human Resources,etc…)
• Manage interview processes and contact new recruits and coordinate with HR

Specialist Skills / Technical Knowledge Required for this role

• Communication skills (English A must with Arabic Preferred)
• Analytical Skills
• Presentation skills
• Proficient user of Microsoft Office
• Strong customer service and administration skills