Administrative Assistant JOB

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Job Details

Job Title

Administrative Assistant

Department

Project Management & Engineering Department

Direct Manager

Project Management & Engineering Department Director

Direct Reports

NA

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Role Purpose

Provide day-to-day administrative support to the Director to ensure a smooth execution of all daily activities. Provide administrative and logistical support, follow up on relevant reports, manage all PR and payment requirements, effectively manage administrative tasks, manage schedules and office documents, and other tasks related to facilitating the administrative component of the Director’s activities.

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Key Responsibilities

Administrative Support

Ensure smooth and effective execution of all daily activities and to do’s of the Director by managing time and tasks effectively, coordinating meetings, taking minutes, following-up on incomplete tasks and aligning key deliverables.

Provide administrative and logistical support by proactively ordering and categorizing digital and physical paperwork, ensuring this is fully accessing and findable for all relevant staff.

Continuously follow-up on relevant reports, agendas, minutes and projects in the pipeline.

Effectively manage a diverse range of administrative tasks (e.g. correspondences, agendas, logistics, finances, PRs, payments etc…) in order to provide a smooth schedule and enhance the office work efficiency.

Manage schedules and organize meetings according to the Director’s and teams request and proactively follow-up on re-scheduling and other minor irregularities.

Assist in coordinating communications and thus nurturing the relationship with government entities, stakeholders, delegations, and visitors by arranging meetings and organizing business trips and events.

Assist in coordinating communications with all DCT business partners by arranging meetings and sharing relevant agendas, minutes and updated reports.

Methodically manage office documents and records and ensure that all documents are securely stored and protected.

Draft letters and official correspondences as per the direction of the direct manager.

Greet and receive visitors of the Director, inform Director and ensure that required attention and hospitality are provided to the visitors.

Ensure smooth and effective budget management and tracking to clarify spending projections and plan ahead.

Process all payments, procurement processes and PRs as required by the Director.

Co-ordinate and support all approved missions and visiting guests/stakeholders, in collaboration with Finance, Travel and Hospitality colleagues.

Shared Activity

Carry out any other duties and responsibilities related to the role at the request of the direct manager.

Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.

Demonstrate compliance to organization’s values and ethics at all times to support the establishment of a value drive culture within the organization.

Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

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Communication and Business Relationships

Internal

DCT Relevant Sectors / Departments

External

Government Entities

External Stakeholders

Delegations

Visitors

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Qualifications

Bachelor’s degree in Business Administration or equivalent.

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Experience

Fresh Graduate, or 1-2 years of experience in Business Administration or any similar role.

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Skills

Language: Full professional English in speaking and writing

Skilled in MS Office (PowerPoint, Word and Excel)

High level of competency in relevant software applications

Administrative skills and attention to detail

Self-motivated with a proven ability to complete work in a timely manner

Excellent written and verbal communication skill - including appropriate stakeholder alignment

Ability to multi-task and to prioritize work effectively

Ability to work under own direction and high degree of initiative