Administrative Specialist

gu-recruitment; Muscat; On-site; OMR 6,700 - 10,000; Full time

Job summary

gu-recruitment in Muscat is seeking an entry-level Administrative Assistant to handle incoming matters, record and prepare them for presentation, and implement directives with internal divisions. The role also involves registering outgoing correspondence and ensuring delivery through approved channels.

You will organize archives, schedule meetings, prepare reports, and assist the supervisor with data for decision-making while ensuring compliance with laws and policies.

Qualifications

• Bachelor's degree in Business Administration or related field.
• Professional certificate relevant to the job is an added advantage.
• Entry-level (graduate level) position with potential for growth.

Responsibilities

• Receive and record matters directed to the unit, prepare for presentation, and implement directives by forwarding to appropriate divisions.
• Register outgoing correspondence and ensure delivery through approved channels.
• Prepare a work program to follow up on referrals and submit related reports.
• Assist supervisor by providing data to support decision-making in coordination with relevant departments.
• Supervise the internal administration’s archive and organize documents per the fund's system.
• Organize and archive transactions, memos, and letters for easy access.
• Perform typing and photocopying tasks for administrative subjects.
• Coordinate appointments, meetings, visits, and communications for the supervisor and arrange guest reception.
• Prepare for meetings attended or chaired by the supervisor and compile topics in advance.
• Receive inquiries directed to the division or supervisor and take appropriate actions with relevant units.
• Prepare letters, memos, and reports for the division.
• Perform any other tasks as assigned.

Skills

Strong communication

Time management

Coordination

Work scheduling

Meeting organization

Computer proficiency

Report writing

Drafting memos

Knowledge of laws & policies

Bilingual: Arabic/English

Education

Bachelor's degree in Business Administration

Job description

Job Description & Responsibilities

Receiving incoming matters directed to all sections of the unit, recording them, preparing them for presentation, and implementing the directives issued regarding them by forwarding to the appropriate administrative divisions within the unit.

Registering outgoing correspondence and ensuring their delivery to the relevant entities through the approved channels.

Preparing a work program to follow up on matters referred from unit sections to other divisions and submitting related reports.

Assisting the immediate supervisor by providing the necessary data and information to support decision‑making, in coordination with relevant departments in the unit.

Supervising the internal administration’s archive, organizing documents and files in accordance with the Fund’s document management system.

Properly organizing and archiving transactions, memos, and letters of the administrative division to ensure easy access when needed.

Carrying out typing and photocopying tasks for subjects related to the administrative division.

Organizing appointments, meetings, visits, and communications for the immediate supervisor, and preparing arrangements for receiving guests and visitors.

Preparing for meetings attended by or chaired by the immediate supervisor, whether inside or outside the unit, and compiling relevant topics ahead of time.

Receiving and handling inquiries and requests directed to the administrative division or the immediate supervisor, and taking appropriate actions in coordination with relevant unit departments.

Preparing letters, memos, and reports related to the administrative division.

Performing any other tasks assigned.

Requirements

Academic Qualification and Work Experience: Bachelor's degree in Business Administration or other related fields.

A professional certificate relevant to the job is considered an added advantage.

Financial Grade: Determined according to the applicable legal rules at the time of appointment.

Job Level: Entry Level (Graduate Level)

Skills and Competencies

• Strong communication, time management, coordination, work scheduling, and meeting organization skills.
• Proficiency in using computers and relevant applications.
• Skills in report writing and drafting official letters and memos.
• Knowledge of relevant laws, regulations, and policies.
• Fluency in Arabic and English.
• Ability to work under pressure.

Summary: Specialization: Business Administration or any related field Job Level: Graduate Level (Entry Level)