Administrative Assistant

at  Nawah Energy Company

EMPLOYEE GROUP: ONLY FOR UAE NATIONALS

To provide a complete administrative services to the Director/ Manager including office management, time management, corresponding, calendar management, logistics management, office supplies and clerical responsibilities.
Key Activities, Responsibility & Accountability
Activity:
Administrative Support

Responsibilities and Accountabilities:

• Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate personnel and obtain additional information where necessary.
• Provide a time management/ diary service on behalf the Director/ Manager in order to ensure effective time usage and to avoid conflicting schedules.
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Assist the Director/ Manager in preparing presentations, graphs, and statistics in order to ensure they are fully prepared for their meetings.
• Organize and oversee all aspects of meetings held by the Director/ Manager including venue arrangements, invitations, memos, reports and minutes of meetings.
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role in order to ensure that the Director/ Manager (and as an extension Nawah’s) intellectual property is guarded at all times.
• Coordinate travel arrangements with travel coordinators for the Director/ Manager.
• Act as a Subject Matter Expert (SME) on travel and expense policies and procedures including use of Human Resources Management System (HRMS) system.
• Process invoices on behalf of the Director/ Manager in liaison with the procurement and finance team ensuring compliance with Nawah’s procurement and finance procedures.
• Produce various forms of documentation such as reports, presentations, memos and e-mails as required by the Director/ Manager to ensure that well written, consistent, accurate and timely documentation originates from the Director/ Manager.
• Arrange office supplies and stationary needed by the Division/ Department and ensure their availability at all times.

Stakeholder Engagement

Responsibilities and Accountabilities:

• Practice and encourage open and effective communication internally and externally in order to build and nurture effective working relationships.

The incumbent is expected to perform standard activities as per attachments 4 & 5 in the Job Description procedure (relating to Health, Safety and Environment, Security and Business Continuity, People Management, Excellence and Quality Management
Responsibilities & Accountabilities (contd.)
N/A
Professional Certifications
Minimum
Not required
Preferred
N/A
Qualifications
Minimum
Language Proficiency:
Preferred
English: Fluent
Note: This position is only for UAE Nationals.
Experience

Responsibilities and Accountabilities:

• Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate personnel and obtain additional information where necessary.
• Provide a time management/ diary service on behalf the Director/ Manager in order to ensure effective time usage and to avoid conflicting schedules.
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Assist the Director/ Manager in preparing presentations, graphs, and statistics in order to ensure they are fully prepared for their meetings.
• Organize and oversee all aspects of meetings held by the Director/ Manager including venue arrangements, invitations, memos, reports and minutes of meetings.
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role in order to ensure that the Director/ Manager (and as an extension Nawah’s) intellectual property is guarded at all times.
• Coordinate travel arrangements with travel coordinators for the Director/ Manager.
• Act as a Subject Matter Expert (SME) on travel and expense policies and procedures including use of Human Resources Management System (HRMS) system.
• Process invoices on behalf of the Director/ Manager in liaison with the procurement and finance team ensuring compliance with Nawah’s procurement and finance procedures.
• Produce various forms of documentation such as reports, presentations, memos and e-mails as required by the Director/ Manager to ensure that well written, consistent, accurate and timely documentation originates from the Director/ Manager.
• Arrange office supplies and stationary needed by the Division/ Department and ensure their availability at all times

Responsibilities and Accountabilities:

• Practice and encourage open and effective communication internally and externally in order to build and nurture effective working relationships