Administrative Assistant

ENOC LUBRICANTS AND GREASE MANUFACTURING PLANT LLC

Job Title: Administrative Assistant

Job Purpose: To contribute to the day-to-day smooth functioning of the department through the performance of various tasks including, but not restricted to handling departmental communication, office management, and making necessary travel arrangements.

Principal Accountabilities:

1. Communication:
   • Receives telephone calls and records and relays messages.
   • Receives/prepares/disburses departmental communication e.g. letters, memos, faxes, etc.
   • Coordinates/follows up with other departments for purposes of information gathering.
   • Prepares fairly complex reports/documentation (often technical in nature) as requested by the manager.
   • Prepares presentations to internal/external parties.
   • Prepares meeting agendas and takes the minutes of the meetings.
2. Office Management:
   • Schedules meetings and reminds manager/department staff of the same.
   • Coordinates conferences/events/activities.
   • Organizes and maintains departmental files.
   • Requests and receives office equipment/stationery.
   • Receives department visitors.
   • Enters employee leave requests after ensuring that the proper approvals are in place and confirms that employees resume duty as per the approved leave.
   • Monitors staff attendance and informs the manager of late arrivals/early departures.
3. Travel:
   • Handles necessary travel arrangements through coordination with government relations and travel agents.
4. General:
   • Performs similar or related tasks as requested by the manager.
   • Records departmental budget expenditure.

Minimum Requirements:

• Secondary Education (12 grades).
• 3 years experience in a similar capacity.
• Sound knowledge of Microsoft Office (Word, Excel, and PowerPoint).
• Good written and spoken English/Arabic.
• Good interpersonal skills.