Administrative Assistant

Role Purpose:

To provide high level administrative support, secretarial and offices services/duties to ensure smooth day to day functioning of the assigned business unit(s) / function(s) at optimum efficiency and productivity in a professional manner.

Key Functional Accountabilities and Activities:

• Office Administration and Secretarial Services

• Perform the tasks assigned by the Business units / Functions efficiently in a timely manner in accordance to the relevant policies and procedures.

• Attend incoming calls in a professional manner and relay the information to the relevant parties according to priority and criticality.

• Answering and channeling phone calls, arranging and reminding appointments for the business units.

• Manage and coordinate the reception of the guests visiting ICD Facilities, considering established protocols and procedures.

• Ensure the availability of required office supplies and stationery items.

• Draft emails, reports, memos and other business correspondence as instructed by assigned business unit/ function heads.

• Develop an efficient filing and record keeping system to store all the documents, correspondence, administrative decisions for reference.

• Attend meetings as required by the business functions and take minutes of the meeting for follow-up and issue tracking.

• Prepare meeting agenda and disseminate to the participants as instructed by the business / function heads.

• Provide the required support to the Business Director(s) in efficiently managing their time and calendars.

• Department Correspondence, Mail and Meeting arrangements

• Schedule appointments and meetings according to the calendar to ensure smooth running of the business activities.

• Book meeting rooms as per the schedule and disseminate the agenda accordingly.

• Coordinate with the Department/Function Head(s) to communicate and make arrangements of their meetings.

• Coordinating domestic and international travel, including flight, hotel, and car rental reservations to ensure all arrangements are made on time for smooth travel.

• Ad-hoc Responsibilities

Provide other administrative duties wherever required and instructed by the respective business functions.

QUALIFICATIONS/ PROFESSIONAL EXPERIENCE:

▪ At least 3 years of experience in Administrative/ Secretarial services/ Office Management, preferably in similar institution.

▪ Bachelor’s degree in Business Administration or similar relevant discipline is a must.

▪ A certificate in Administration/Secretarial Services/ Office Management is an added advantage.

▪ Working proficiency with Microsoft Office and related applications.

Language Skills:

• Capable of communicating in two of the working languages (Arabic, English and French) of which Arabic and English is a must, while French is an added advantage.