Admin assistant

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Job Description:

 Job Title:

HR & ADMIN ASSISTANT G. 1

Division/ Function:

HR & Admin

Reporting Structure:

Reports to:

  • HR & Admin Manager

Direct Supervision of:

  • Office boys/cleaners (present at the main office)

Position Objective:

Handle all reception, admin, and HR tasks as required by the HR & Admin Manager.

Duties & Responsibilities:

  • Ensures calls are answered during office hours, proper messages are taken for all staff, reports telephone switchboard/line issues immediately, handles couriers, ensures photocopier is stocked with paper, and reports issues to IT team.
  • Maintain a clean, organized reception desk, seating area, conference room, and break area.  Ensure the conference room is clean after each meeting.  Responsible for upkeep of plants maintaining fire extinguishers, ensuring they are properly working; and organizing and ensuring cabinets in kitchen and files are cleaned regularly.
  • Handle orders and storage of stationery supplies, and buffet supplies, stock up as needed, without overstocking. Handle petty cash reconciliations and other settlements with the finance department.
  • Maintenance of assets and fixation of items, communicating with vendors.
  • Managing the booking of the conference room.
  • Follow up on cleaning, giving instructions to OBs, monitoring their hygiene, and scheduling in case of a no-show.
  • Processes and locks in place to ensure the safeguard of assets, office entrance doors, and windows are properly locked overnight.
  • Handle petty cash reconciliations and approvals.
  • Maintenance of copies of keys to all offices/drawers.
  • Manual for office fully updated, listing all suppliers, Xerox, courier, maintenance contacts, office telephone and mobile line details, office plan layout, etc..
  • Welcoming clients and connecting them with the required departments.
  • Arrange a photographer when newcomers arrive for website photos to share with Sales team.
  • Support in recruiting internally.  By posting, screening, and scheduling candidates. Perform background checks, IQ, and English language tests for new joiners.
  • Prepare Lateness and OBs overtime sheets to upload/validate with the MenaITech system.
  • Ensure stationery and supplies are provided and in place for all levels.
  • Ensure the generator is working, fueled, and maintained regularly.   
  • Handle any movement of office furniture or new setup of offices.
  • Support in handling social activities (monthly birthdays, yearly outings, Ramadans Iftar, ).
  • Fixed assets: physical count and coding, and maintenance of assets.


Core Deliverables:

Monthly report of:

  • Stationery.
  • Kitchen & Cleaning supplies.
  • Maintenance.
  • Petty cash on the 25th of the month.
  • Internal Recruitment.

Internal Cross Working Relations (Departmental):

  •  All functions

External Working Relations:

  • Clients, Courier Services, Service Providers

Job Requirements:

Education:

  • University graduate with a bachelors degree

Relevant Experience:

  • 1-2 years of experience in a similar position

Technical Knowledge/ Skills/ Required Training:

  • Customer care skills, problem-solving, good communication, translating, and telephone skills

Computer Skills:

  • Excellent computer skills, using Microsoft Office applications

Language Ability:

  • Proficient in English and Arabic languages.


Working Conditions:

  • Office based


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