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Job description / Role
The incumbent provides high-level of administrative assistance and performs variety of clerical duties for the chairman/department head. As well as, responsible for assigning, reviewing, monitoring and coordinating the work of other subordinate secretaries and clerks working in the department(s).
Principal Accountabilities
· Maintains the schedule and appointments of the chairman / department head.
· Screen phone calls and visitors coming, and directing others to the concerned personnel/departments.
· Coordinate the work of chairman / department head office with heads of divisions and advise them on new procedures or regulations or information to be provided for the chairman / department head use.
· Make extensive travel arrangements for trips taken by the chairman / department head i.e. airline and hotel reservation.
· Arrange meetings with senior staff or executives and make necessary arrangements.
· Prepare meeting agenda and power point presentation for the meeting.
· Attend meetings in order to record minutes in Arabic/English. \
· Compile, transcribe using MS word processor and distribute minutes of meeting.
· Arrange visiting schedule for delegates, officials from outside HMC and visiting consultants, make necessary arrangements to facilitate their visit i.e. transportation, airline and hotel reservations, lunch/dinner booking, notifying departments or officials to be visited, provide access/advise for visitors to required information.
· Handle requests for information/inquiries from staff members in department or other departments and resolves or assists in resolving a variety of enquiries/complaints made by patients and their family members.
· Receive, review and sort all incoming correspondences thru mail, faxes, e-mails, to chairman / department head office.
· Prepare responses to correspondences pertaining to routine and technical inquiries in Arabic/English languages.
· Compose complex replies/letters to non-routine inquiries in Arabic and English languages for the review and signature of chairman / department head.
· Prepare invoices, electronic or manual monthly time sheet for the chairman / department head, annual budget preparation proposals for the department using computer MS Office applications.
· Monitor and supervise the performance and work done by subordinate clerical staff.
· Maintain a filing system and keep records pertaining to reports and correspondences concerning the department.
If interested, please apply directly online.
Requirements
Knowledge, Skills and Experience
Education
· Diploma in Administration, English or Computer or any related course
Experience
· 2 years of similar capacity
· English & Arabic bilingual skills preferred
About the Company
Kenexa is in the business of improving companies and enriching lives because to us, business is personal. We improve companies by enriching lives and we enrich lives by improving companies.
With every person we recruit, every assessment we administer, every technology solution we deliver, every survey we conduct, every leader we develop and every compensation strategy we support, lives are impacted by our craft. Very few companies, if any, can claim thisand were proud of that.
We understand that business has two sidesthe performance side and the personal side. The performance side is about driving results. Success and failure are constantly measured, defining metrics. And because business relies on metrics, we rely on measurable outcomes that prove weve helped companies become better.