Senior Executive, Administration Services

Job description / Role

The Company:

Ooredoo is an organisation on the move. Thanks to our dedicated employees, we continue to move closer towards our vision to be among the top 20 telecommunications companies in the world by 2020.

We are a dynamic global telecommunications player operating in 17 countries across the Middle East, North Africa (MENA) and Asia. We cover a population of more than half a billion people and serve more than 68 million customers.

In Kuwait, we employ approximately 1,000 talented people, all of whom are driving Ooredoo to be the number one choice for world-class communications services in Kuwait. In the face of intensifying competition, increasingly sophisticated technology and rising customer expectations, nothing is more important to our success than our team - and it's a team that you can be part of.

Ooredoo's future is bright, and you can be part of our ongoing success.

The Purpose:

Fulfilling All Admin Administrative duties in all aspects.

Key Accountabilities & Activities:

- Liaise with Technology department to obtain contact details of land lords to be able to do the contracts.
- Contact land lords to obtain identification documentation and information.
- Issue the rental contracts in accordance with on the Technology department specifications.
- Ensure appropriate signatures are obtained and concerned individuals are informed in relation to signing of contracts.
- Input contract details in the system and follow up on contract renewals and/or terminations.
- Handle all Ooredoo retail stores rental contract and Licenses.
- Liaise with the Human Resources department when a new expatriate employee is hired to start the process of applying for new Work Visas / Residency or transferring existing residency.
- Arranging and completing necessary forms stipulated by the Ministry of Social Affairs and Labour using ACCESS system and ensure new forms that are introduced are entered as templates.
- Act as mediator between the employee and the Representative, Government Relations to collect all supplementary paperwork required as part of the application process.
- Supervise to provide the Representative, Government Relations with the completed forms and paperwork needed for obtaining approvals from the various Ministries.
- Following and updating spread sheet of Expatriate Employees data with dates of issuing / dates of expiry and other relevant data to ensure deadlines for renewal are not missed.
- Follow up with employees whose residency permits are expiring and collect necessary information to process renewal.
- Inform the Admin Superiors of any delay in residency/visa processing who will then take necessary action.
- Forward Visitor Visas to the department who has requested it in advance to the visitor arriving.
- Arranging and keeping up with changes in regulations for expatriate employees via information from the Messenger, as reported in the press, or via Ministry websites and keep all concerned individuals informed.
- Insure to collect data and prepare forms for social security to confirm the number of Kuwaiti staff registered with the Company, under directions of Human Resources for the purpose of obtaining clearance certificates for submission to the Ministry of Labour Issuance of Ooredoo ID cards for employees as needed.
- Liaise with HR & Payroll for Salary changes every month to submit it to MOS.
- Follow up on staff clearances and processing of residency transfers.
- Produce general correspondence for the Administration Manager as required.
- Perform routine clerical duties including but not limited to, word processing, data entry, filing, faxing and copying.
- Keeping and following all Admin files updated to avoid any mistake or delay.
- Prepare and type the invoices for petty cash and overtime for messengers
- Tracking all mails receives incoming and outgoing mail and reply with the proper answer ASAP.
- Helping employees in respective grades with their personal issues.
- Perform administrative and office support activities of superiors, duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets, presentations and search the net
- Issuing PR by coordinating with respective division and issuing the PR in oracle follow up the approval and track it.
- Prepare the courier for both business and personal.
- Review courier invoices, and prepare a list of couriers for department secretaries who will classify them as either business or personal use and then arrange to collect outstanding monies for personal use couriers to then forward to Finance.
- Starting the process after receiving authorisation to issue business card to the staff and coordinating with the printing Co.

Requirements

Qualifications/Requirements:

- High School Degree
- Required years of experience based on progression ladder in administration or secretarial work
- Good working knowledge of Microsoft Office including ACCESS
- Fluency in written and verbal English and Arabic
- Typing skills in English and Arabic

Note: you will be required to attach the following:

- Resume / cv

About the Company

We are a leading international communications company delivering mobile, fixed, broadband internet, and corporate managed services tailored to the needs of consumers and businesses across markets in the Middle East, North Africa and Southeast Asia. As a community-focused company, we are guided by our vision of enriching peoples lives and our belief that we can stimulate human growth by leveraging communications to help people achieve their full potential.

Formerly known as Qtel Group, we have a customer base of 92.9 million and reported revenues of USD 9.3 billion in 2012.