Assistant Manager Administration

To manage the Vice President Shared Services office and to provide a wide range of professional assistance and administrative support to the VPSS to ensure the smooth running of the day-to-day office activities. This shall include but not limited to preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and procurement support, fulfilling Human Capital administration requirements, making travel arrangements and maintaining calendars and schedules, etc.

Identify alternative and innovative ways to facilitate resilient practices and approaches developed to protect and restore the organization’s resources and business continuation in times of any major change/ crisis.
Provide administrative assistance, but not limited to writing and editing e-mails, drafting memos, and preparing communications for VPSS.
Organize meetings, including scheduling, sending reminders, maintaining agendas, recording, and preparing minutes of meetings or memos for the VPSS.
Manage the calendar for the VPSS, including making appointments and prioritizing the most critical and urgent matters.
Attend meetings and workshops with the VPSS when required; take minutes of meetings, communicate to relevant stakeholders and follow-up on their completion.
Maintain and oversee information processing, filing, archiving and retrieval; ensure accuracy, completeness, timeliness, integrity and confidentiality of documents.
Maintain electronic records ensuring information is organized and easily accessible.
Review the translation of documents from Arabic to English and vice versa to maintain message content, context, and style, as much as possible.
Serve as the main point of contact between the VPSS and internal or external stakeholders for information requests; ensure proper responses are provided.
Manage document flow received and sent by the VPSS in a timely and accurate manner.
Plan, prioritise and assign activities to concerned stakeholders and follow-up on results.
Develop communications from VPSS to other stakeholders.