Admin Partner

Purpose

Plan, coordinate and execute pro-active analytical and administrative task to support the MD Majis and its team at MD office, acting as enabler to MD, trusted partner and team player, through the proper execution of communication management tasks, calendar management, travel management, relation management, and expense claim/reimbursement Management tasks; in order to enable MD to function in a highly professional manner while protect and enhance MD 's effectiveness by providing information management support aligned with the business activities.

The position will act in accordance with Majis’ mission, vision, values, and strategies, as well as policies, guidelines, and international standards, supported by an IT Technology platform, HSE local and international standards, Oman government and other legal justification and best international practices aligned with National objectives.

Scope of Work:

1. MD Office staff and Direct reports:

• Legal

• Audits

• Investor Relations

• Finance,

• People, Technology and Culture

• Corporate Planning

• Sustainability

• Enterprise Risk Management

1. Communication Management
2. Calendar Management
3. Meeting Management
4. Travel Management
5. Relations Management
6. (Visitors Management, Events Management)
7. Expense Claim/Reimbursement Management
8. Leave Planning / Attendance Monitoring
9. Documents / Records Management

Main tasks and Responsibilities

Communication Management

• Drafting correspondence and documentation – invitation letters, responses, etc. on behalf of MD ensuring all communications (internal or external) are effective and efficient (time & quality).
• Serve as the focal point to represent MD office internally and externally.
• Serves as an integral member of the executive’s team by streamlining strategic initiatives, overseeing program management, and communicating objectives between departments.
• Supports the MD & the Executive team to develop & maintain effective communication to achieve business strategic objectives and drive transformative changes.
• Ensures all communications (internal or external) such as letters, reports and presentation are attended on time.
• Drafts & prepares all MD official responses on time.
• Collect information’s, to prepare relevant reports and presentations for executives on time.
• Manage mails & courier services required by the MD - (incoming & outgoing) letters, memo, parcels, samples, legal documents, etc.
• Manage inquiries quickly, proactively, and follow through on tasks to successful completion.
• Quality check & proofread all correspondence including non-technical documents to ensure credibility and accuracy of information’s.

Calendar Management

• Plan and coordinate MD Calendar and day to day schedules/meetings and observes prudence in accepting appointment requests and decides on length and venue of the meeting as per MD availability.
• Ascertains the best utilization of MD time according to stakeholder relationship priorities.
• Plans and coordinates day-to-day schedule of activities with strong attention to precision & detail.

Meeting Management

· Coordinates all meetings and events of the MD office (organizing and planning) such as, board meetings; conferences; client meetings; AGMs, or any other audiences. includes scheduling, sending invitations, preparation of agenda, drafting minutes of meeting, organizing meeting venue, etc.

Travel Management

• Organizing complex travel arrangements, including flights, transfers, accommodation, and visas (this includes preparation of all application paperwork and supporting documents).
• Coordinates all travel logistics (visa application, visit itinerary, meeting documents, etc.) for the MD (domestic and international business trips).
• Relations Management:
• Develop a strong business relationship with internal and external executives/stakeholders.
• Enhances solid professional relations with relevant internal and external stakeholders.
• Maintain the proper protocol when dealing with external private/public ministries and agencies.
• Maintain & update key contacts database of external stakeholders.
• Drafting all MD official letters on time using the best professional business practices.
• Ensure all official letters received and sent to the right parties on time.

Relations Management

(Visitors Management, Events Management)

• Ensures key contact data base is maintained and updated from time to time and telephone messages are delivered correctly. Enhances solid relations with relevant internal and external stakeholders
• Work closely with the MD and the external stakeholders, acting as liaison between the executive and other team members to organizing, and maintain Office Services, ad hoc
• Maintain Stakeholder relations updated, integrated and accessible,
• Coordinates and manage all visit programs/schedules, gate passes requirements, and other logistics support for external visitors of the MD. And receives the visitors on behalf of the MD.
• Promote and encourage continuous learning and development among team members including knowledge sharing activities.

Expense Claim/Reimbursement Management

· Ensures that expense claims for the ILT member are submitted, processed, and reimbursed effectively as per the Majis policies

Leave Planning / Attendance Monitoring:

• Plans Teambuilding events, workshops, and similar activities of the team.
• Coordinates all logistical requirements and requests budget accordingly.
• Coordinates annual leave plan/schedule of MD, VPs.
• Monitors any update or change of plans to be reported on time.
• Assists in roster scheduling / Executive team scheduling and attendance (if applicable).

Documents / Records Management:

• Establishes and maintain an effective documents control system: register, track, update, remind and retrieve information’s for the MD use including all board related records.
• Attend to personal matters for the MD as needed on a day-to-day basis
• Filing and organizing documents in order to maintains a database of ILT member tasks and confirms status of each, by tracking and following up business affairs with the Executive Team.
• Provide general administrative and secretarial/clerical support

Education requirements

· Bachelor’s degree (HR, Business Administration, IT, Engineering, Financial, Commercial, or similar).

Language requirements

Excellent knowledge of written, read, and spoken English (required) & Arabic – Native.

Experience & Background (knowledge)

Competencies and Skills

Experience:

• Relevant experience is preferable.
• Oman National

Soft:

• Integrity, credibility, and commitment in the core values of the Company and be driven by the mission
• Action oriented individual who enjoys working hard and looks for challenges and have a thorough understanding of general management.
• Teamwork
• Exceptional organizational skills to follow up on all issues related to the MD office.
• Honest, trustworthy, respectful, and demonstrate sound work ethics.
• Strong written and verbal communication, strong presence in front of senior executives
• Ability to manage and work on business confidential issues and managing struct confidentiality.

Background:

• Working experience with C-1 Suit , executive level is preferable.
• Strong office management background
• Proven record of accomplishment in exceeding goals.

Technical:

• Mastery of Microsoft Office programs (MS Word, Excel, Power Point, etc.)
• Ability to maintain a high level of accuracy in taken & preparing of minutes of meeting.
• Solid project management and follow-through skills.
• Analyzing issues systematically, gathering a wide range of inputs, reaching robust conclusions, and translating conclusions into timely decisions and actions.