Administrative Assistant (Sakina)

Responsible for providing administrative support to the department, managing and assisting in activities that relate to facilitating the flow of work in the department. Also responsible for performing any other work as assigned and conducting administrative tasks in support of the department.

Key Responsibilities of the role Corresponding Key Activities performed by the role

Executing administration related activities in the department

Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments

Liaising with the facility staff on behalf of the Manager

Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and ensuring that of them are in working condition

Ensuring office supplies are adequately maintained

Providing assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence

Supporting the smooth execution of meeting and appointments

Maintaining internal schedules

Facilitating meeting and appointment participations

Coordinating administrative support for meetings

Undertaking follow-up actions for meeting coordination

Taking minutes of meetings and documenting them

Arranging for travel and accommodations for team members, as required

Managing the filing system in the department

Arranging a proper filing system for correspondences received or sent from the Manager’s office

Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned

Preparing worksheets and charts as directed

Maintaining client service standards Responding to verbal and written inquiries in a timely manner

Familiarization training for new Human Resource employees Familiarizing new post holders with the running of the department to ensure that they gain competency in the duties and responsibilities of their role