Business and Operations Officer

Date: Nov ‎7, ‎2022
Location: Saudi Arabia
Company: King Abdullah University of Science & Technology
Job Purpose
The role of the Business and Operations Coordinator is to provide support for
the budget and operations across the Admissions and Student Recruitment Teams.
Working closely with relevant stakeholders in matters related to financial
planning, procurement, and events planning.

Major Accountabilities
Budget and Finance Responsibilities
 Prepare and analyze the monthly management expense report
 Deliver quarterly updates and budget reports via presentation to the ASR
team
 Monitor expenditures against budget and assist in the annual budget and
forecasting.
 Invoice verification in accordance with KAUST Policies and Procedures and
contract invoicing guidelines and payment mechanism.
 Create Service Entry Sheets in SAP and ensure the invoices are paid on time.
 Work collaboratively with vendors of ASR to resolve any invoice or payment
related matters.
 Reconcile the GL accounts and confirm accurate journal entries
 Keep track of travel and event finances, including reimbursement requests,
and invoicing.
 Verify and monitor expense claims for team members.
 Create and submit a monthly report for the business credit card.
 Raise shopping carts as required
 Liaison point for international vendors as required to manage ongoing
contractual financial relationships
 Liaison point for internal stakeholders (Procurement, Finance, et HR, etc.)
on financial matters

Event and Delegation Responsibilities
 Plan and participate in student recruitment events as required
 Identify the proponent's requirements and expectations for each event.
 Serve as project manager on planning and logistics for university delegation
visits (Business and Institutional)
 Interact with ASR colleagues to ensure business and administrative tasks
related to University Delegation visits are achieved on time and within
budget.
 Coordinate participants' travel arrangements, including Visa, Ticket,
transportation, accommodation, airport arrival, security access, etc.

Administrative and Management Responsibilities
 Manage office email lists
 Maintains the office inventory of property and supplies.
 Point of contact for Director and staff for information regarding HR, KAUST
portal, expense reimbursements, etc.
 Review business processes and systems and provide ideas to improve accuracy
and efficiency.
 Provide support on administrative tasks as requested by the Director.
 Assist with admissions inquiry handling as required
 Management of Assets (Ownership and Custody)
 Deliver a training program for ASR staff to ensure competency and compliance
with the process

Competencies
 Strong written and verbal communication skills in English.
 Detail-oriented and strong organizational skills.
 Ability to manage multiple tasks and projects with minimal supervision.
 Ability to work under pressure and meet deadlines.
 Ability to maintain confidentiality and uphold professional integrity
standards.
 Sensitive to a multicultural applicant field and work environment.
 Commitment to continuous improvement and collegiality.
 Excellent analytical and problem-solving skills
 Demonstrate a level of competence in utilizing specialized designing
software and tools

Qualifications
 Educated to at least a bachelor's degree level, preferably in a business-
related subject

Experience
 Minimum of ‎3 years or more of experience in a Business Administrative
 Understanding of higher education administration is preferable.
 Proficiency with Excel, MS Office Suite, SAP, and other relevant software
 Experience in using student information systems or databases is preferable.
 Book keeping experience is a plus.
 International experience is a plus.