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- Provide comprehensive administrative support, including scheduling meetings, managing calendars, and handling travel documents
- Research, book, and manage travel arrangements (flights, hotels, ground transportation) for staff travel, ensuring adherence to company policies and budget constraints
- Coordinate logistics for meetings, conferences, and events, including booking venues, catering, and audio/visual equipment
- Oversees and administers the day-to-day activities of the Commercial department; develops new trends, procedures, and systems which ensure productive and efficient office operation.
- Provides assistance and support to the Manager in problem solving, project planning and management, and development and execution of stated goals and objectives.
- Oversees and facilitates resources management and administration procedures and documentation for the reporting manager and department head.
- Performs research and analysis on specific issues, as required, and independently prepares routine letters and/or reports.
- Serves as the primary point of administrative contact and liaison with other departments, individuals, on operational and programmatic matters concerning the department.
- Provides and/or oversees provision of staff support to the office, to include handling walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.
- Assists in the coordination, supervision, and completion of special projects, as appropriate.
- Effectively and accurately communicate relevant project information to the project team.
- Ensure Department and Company needs are met in a timely and cost-effective manner.
- Communicate ideas for improving department & company processes with a positive and constructive attitude and for developing this attitude in other colleagues.
- Responsible for all document control process and procedure guide’s specific to the projects and department.
- Process and check all incoming information on to the document control system.
- Sorting and distributing incoming post and organizing and sending outgoing post.
- Organize, facilitates meetings and other events as appropriate and minute taking.
- Diary management, handling emails, arranging travel needs for the team.
- Liaising with staff in other departments and with external contacts.
- Ordering and maintaining stationery and equipment.
- Keep the Manager and others informed about the project status and issues that may impact external relations.
- Ensure that the HSE requirements are observed, provide guidelines to junior staff and take a lead role in safety procedures.
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Core Competence: Delivery of projects and initiatives within timeframes/deadlines in line with objectiveOrganizational and prioritizing skillsMeeting objectives within given timeframes/deadlinesRole Specific/Technical Competencies:Ability to gather data, compiles information, and prepares reports.Records maintenance skills, ability to plan, develop, and coordinate multiple projects.Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.Skill in organizing resources and establishing priorities.Excellent Verbal & Written communication skillsRequired: EnglishArabic and any other language is an asset.IT skillsMS Office – (Word, Advance Excel, Power Point etc.)Database ApplicationsERP Oracle & MS ProjectOther Accuracy & Self ReliantFlexibility: being longer periods of time on duty.