Experienced Secretary

Job Summary

Brief Description Provides comprehensive secretarial, documentation and database support and handles the day-to-day office requirements of the Department/Division/Section in an efficient and prompt manner. Coordinates and supports the internal and external interfaces of the Departments/Division/Section and schedules/follows up on appointments, meetings and other events. Demonstrates proficiency in using PC, fax/photocopy machine and other office equipment. Ensures confidentiality of information handled.

Responsibilities

• Drafts routine memos following guidelines from superior. Types letters, minutes of meetings and other correspondences, as required.
• Receives,records and files incoming documents, mail and other communications addressed to staff of Department/Division/Section. Records and dispatches office documents as per approved office procedures and practices.
• Schedules,records and monitors appointments, meetings and other events as required by superior or Department staff.
• Answers,screens and transfers telephone calls to the concerned staff.
• Screens,receives and assists visitors/guests of Department/Division/Section.
• Takes stenographic notes and transcribes them, as required.
• Interfaces effectively with concerned Admin Section to arrange local and international trips of superior or staff.
• Records,monitors and reports on staff leave and absences in coordination with HR Department.
• Ensures confidentiality of office files, records, documents and databases handled.
• Requests for office supplies following approved office procedures and practices.
• Follows up on routine and/or special reports as well as other activities, as required.
• Demonstrates proficiency in using PC, fax, photocopy machine and other office equipment to support documentation requirements of managers and staff in assigned Department/Division/Section.
• Performs any other related duties as required.

Requirements

Completion of Secondary School Certificate / Diploma / Bachelors Degree preferred based on reporting level. 3-5 years of experience in the same field Arabic Speaker Preferred.