Job Description

Date Posted: 2010-08-17 Ref. JB1249065

Administration Assistant

The Administrative Assistant will provide administrative and staff support to the general organizational operations. Working under the direct supervision of the Senior Planning Manager. the incumbent will be responsible for a variety of other tasks like:

- Assist with the completion of filings for the organization
- Greet and direct office visitors, answer main office telephone system, respond to direct requests for information and/or forward messages to appropriate staff. Make sure the office is kept in orderly and clean fashion
- Assist with review of administrative procedures and development of systems to assure compliance by all staff
- Maintain inventory for office supplies and computer software
- Maintain master calendar of in-house meetings.
- General office duties such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies, faxing, etc.
- Booking travel and hotel arrangements as needed.
- Coordinate materials for meetings and training sessions and other activities of the organization
- Maintain and update database as needed
- Receive and distribute all incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution
- Lead person in providing support of mailings or coordinating bulk mailing processes
- Provide meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics)
- Provide administrative support to staff for copying, faxing and large-scale mailings
- Responding to staff requests for administrative support as needed
- Perform other duties and responsibilities as requested with a sense of humor and team spirit

Skills

- Excellent organizational skills
- Excellent Arabic & English (oral, written and Reading)
- Ability to excel at details, multi-tasking and working under pressure.
- Must have Min 2 years of experience
- Master the use of software programs such as MS Word, ACCESS, PowerPoint, and Excel
- Ability to work under strict deadlines and high pressure.

Education

Min Diploma in Office/Info Technology or higher dergee in the required field