Administrative Assistant

Job description / Role

Job Purpose

Employee group: only for UAE

To provide complete administrative services to the director/manager including office management, time management, correspondence, calendar management, logistics management, office supplies, and clerical responsibilities.

Key Activities, Responsibility & Accountability

Activity:

Administrative Support

Responsibilities and accountabilities:

• Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate personnel, and obtain additional information where necessary.
• Provide a time management/diary service on behalf of the director/manager to ensure effective time usage and to avoid conflicting schedules.
• Design, organize, and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Assist the director/manager in preparing presentations, graphs, and statistics to ensure they are fully prepared for their meetings.
• Organize and oversee all aspects of meetings held by the director/manager including venue arrangements, invitations, memos, reports, and minutes of meetings.
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of the role to ensure that the director/manager's (and as an extension Nawah's) intellectual property is guarded at all times.
• Coordinate travel arrangements with travel coordinators for the director/manager.
• Act as a subject matter expert (SME) on travel and expense policies and procedures including use of the Human Resources Management System (HRMS).
• Process invoices on behalf of the director/manager in liaison with the procurement and finance teams ensuring compliance with Nawah's procurement and finance procedures.
• Produce various forms of documentation such as reports, presentations, memos, and emails as required by the director/manager to ensure well-written, consistent, accurate, and timely documentation originates from the director/manager.
• Arrange office supplies and stationery needed by the division/department and ensure their availability at all times.

Stakeholder Engagement

Responsibilities and accountabilities:

• Practice and encourage open and effective communication internally and externally to build and nurture effective working relationships.

The incumbent is expected to perform standard activities as per attachments 4 and 5 in the job description procedure (relating to health, safety and environment, security and business continuity, people management, excellence and quality management).

Responsibilities & Accountabilities (contd.)

N/A

Professional Certifications

Minimum: Not required

N/A

Qualifications

Minimum proficiency:

• English: fluent

Note: this position is only for UAE.

Experience