Career Opportunities: Senior Administrator, Office Administration (11908)

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This job description is a summary of the typical job duties and requirements
that are essential to the evaluation of the job and is not intended to be
construed as an exhaustive list of all responsibilities, duties and skills
required of personnel so classified. On occasion, individuals classified on
this job may be required to perform functions of a higher or lower skill level
not included in this job description.

Job Summary/Purpose

Organize and manage the administrative duties and office procedures at the
CSO's office in order to ensure smooth running of the daily operations with
effective and efficient support services.

Job Responsibilities

‎1. Receive, stamp and register incoming mail and route it according to
subject to team members; collect and send outgoing mail.
‎2. Update daily calendar of CSO, schedule appointments, meetings and set
reminders on tasks.
‎3. File documents both electronically and physically and retrieve them when
needed.
‎4. Receive and filter all incoming calls and make outgoing calls.
‎5. Receive and filter guests.
‎6. Prepare and type business correspondence.
‎7. Procure and distribute office supplies.
‎8. Organize and attend meetings and prepare minutes of meetings and follow up
on implementation of decisions on behalf of the CSO.
‎9. Prepare and update the list of contacts for the CSO and the Department.
‎10. Post news on SAP JAM for all departments and business units and update
the CSO on daily basis.
‎11. Check financial statements, invoices, and compile schedule for Annual
Leave of department/business unit staff for CSO and approval.
‎12. Check and prepare the daily mail for the CSO review and secure signature
and add Arabic notes when necessary for final approval by the Vice Chairman/
Chairman.
‎13. Coordinate and participate in BIB events, special events and projects.
‎14. Perform data entry on systems and Microsoft office tools.
‎15. Make travel arrangements for the CSO and the staff department for
business trips.
‎16. Answer employee queries and follow up on pending requests with other
departments.
‎17. Compile the HRD monthly report including HR Metrics, such as turn-over
rate, ageing of population, nationality distribution, etc... and report on HR
activities.
‎18. Oversee the employee off boarding process and ensure smooth off boarding
of employees.
‎19. Follow up with relevant stakeholders on closing the clearance requests of
end of service staff and process off boarding requests.
‎20. Compile/prepare and submit data to incorporate into the HR Strategic Plan
based on CSO request.
‎21. Gather and compile KPI data of shared services departments for
Performance review meetings.
‎22. Prepare agenda and required data for the monthly Executive Committee
meetings; Follow up on the MOMs and implementation of relevant decisions.
‎23. Coordinate with the Advertising and Communication department regarding
posting Al Sayer News in SAP JAM banner.
‎24. Create all kinds of requests such as PR's, SRN, maintenance requests and
service desks (Service desk to be approved on the behalf of CSO), delete end
of service requests on receiving the end of service cancelation requests.
‎25. Maintain all the contracts in the Sharepoint such as manpower agreements,
E Learning contracts, etc. and retrieve them as and when needed.
Prepare periodic and ad hoc reports and presentations.
Document and maintain records of activities and process workflows on internal
communication portals.
Adhere to Al-Sayer Group policies and health and safety regulations.
Perform other duties as requested by management.

Education - Primary

Diploma (12th Standard + ‎2 or ‎3 years Diploma)

Experience - Primary

‎5

Education - Alternate

Vocational Certificate

Experience - Alternate

‎9

Lingusitic Abilities

English

Techno-Functional Competencies

S-MS Word
S-Company Asset Management
S-E Synergy
B-Document Archival, Security and Management
S-Policies and Procedures
B-Capex Product Knowledge
S-Office Management
S-Business Writing
S-Document and File Management
S-MS Excel
B-Products and Services
S-Purchase Management

Behavioral Competencies

‎4 - Customer Orientation
‎4 - Achievement Orientation
‎4 - Impact and Influence
‎4 - Execution Excellence
‎4 - Personal Effectiveness
‎4 - Problem Solving

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Group. It must not be copied or used for commercial or other purposes without
prior written consent of the Management of Al-Sayer Group.