This position is no longer open for applications

JOB DIMENSIONS

• The job exists to ensure that the Human Resources Manager and Division is provided with enough administrative support to facilitate smooth operations. The incumbent will have constant interactions with internal and external stakeholders and customers and will ensure and maintain a safe Human Resources office environment.

ACTIVITIES

• Carry out a wide range of administrative and office support activities for the HR Manager and the Division, to facilitate efficient operations.
• Maintain strict personal confidentiality and ensure that all information, written and verbal, obtained in the course of the work is handled in strict confidence.
• Draft and modify documents in a timely manner with a high degree of accuracy, including emails, internal/external correspondence, reports, presentations and memos at the request of the HR Manager
• Create and maintain an efficient document control and filing system for the HR Division, particularly for incoming / outgoing correspondence, working with HR Services section to ensure that no duplication exists.
• Manage the HR Manager's calendar and provide support with the scheduling and coordination of meetings, appointments and meeting room bookings.
• Screen telephone calls, take messages, prioritize calls and redirect as necessary
• Act as first point of contact for visitors, control the movement of incoming and outgoing visitors ensuring that they are always escorted.
• Take notes during management meetings and produce Minutes of Meetings in a timely manner.
• Carry out customary administration and paper work processes (photocopy/scan dispatch and filing of documentation)
• Organize and contribute to the organization of meetings/team events
• Coordinate the reservation of meeting rooms for the Division and the availability of food and drinks etc. as required
• Organize flights, hotel bookings and visas for division employees attending meetings, conferences or training courses.
• Prepare business cards, stamps and other related work order requests
• Prepare purchase orders, request tickets, book hotels and prepare/check expense reports/visit programs/gate passes for visitors
• Maintain the division leave schedule and generate leave reports on a regular basis
• Ensure that the division always has an adequate stock of stationery items by
• Liaising with Contracts & Procurement and placing orders when necessary

QUALIFICATIONS & EXPERIENCE REQUIRED

• Master of Microsoft office - PowerPoint, Word, Excel)
• Fluent in English (Verbal, written products (and spoken proficiency in Arabic language is a plus
• Proficiency in Secretarial and office management activities
• Able to work under pressure
• Logistics management
• Oil & Gas experience is a plus meet deadlines, customer oriented, organized, flexible, open to other
• Qualification: College education -cultures, autonomous, good team Degree, or studying towards and player, pro-active, high attention to equivalent qualification.
• good problem-solving skills, strong communicator.
• Professional Experience: 5 years minimum of Secretarial and office management experience