Responsible for the provision of secretarial, administrative, coordination and follow up support for the Group IT.
Duties and Responsibilities
Manage IT Group/Line managers office communications.
Process all business correspondences including faxes, emails and in particular, documents of a confidential nature.
Establish and maintain effective office procedures for mail, message taking, document distribution, filing, etc.
Organize and maintain (paper and electronic) all office documents, contracts, vendors, staff records and other document types.
Maintain and archive IT policy framework documents.
Maintain and update IT portal.
Maintain IT library for software media, magazines etc.
Prepare responses to correspondences containing routine inquiries.
Compile, transcribe and distribute minutes of meetings as and when requested.
Provide administrative assistance to all Group IT line managers, executives and staff.
Manage and maintain executives’ schedules
Make all Necessary arrangements for meetings, including arranging a venue, booking rooms, notifying participants and arranging refreshments and stationery.
Receive and direct visitors to specific IT office/individual.
Manage and follow up internal requisitions for office supplies and ensure effective utilization/re-ordering of all related items.
Oversee departments housekeeping services including managing and following up office maintenance requisitions.
Coordinate and arrange office setup (i.e. office space allocation, office supplies, parking arrangements, computer provisioning, network access authorization etc) for new IT joiners.
Prepare and communicate induction plans for new IT joiners.
Follow up with HR department for new recruitment requisitions; staffs contract renewals, promotion requisitions and other staff related HR services.
Coordinate staff training and conference attendance plans and maintain attendance records.
Arranging executives business travels (i.e. accommodation and travel plans).
Manage and follow up Petty-Cash: process staff requisitions; ensure goods delivered to the concerned IT section/staff and cash paid to the supplier; follow up with finance department for timely reimbursements.
Assist in the annual budget preparation and consolidation process.
Leave assistance support for IT Service Coordinator / Stream procurement.
Telecom user service provisioning
Assist in renewals of IT service agreements with concerned parties.
Provide administrative support for executives in their special assignments.
Minimum Knowledge, Skills and Experience
2 years college degree (Diploma) in Information Management, Business Administration or similar fields.
4 years experience in administrative jobs.
Excellent computer skills (Windows & MS office)
Excellent office management skills
Good knowledge & experience of document management
Fluent in English (speaking, writing & reading); Arabic is an advantage
Excellent communication skills