Job Details
Experience Needed:
Career Level:
Education Level:
Salary:
Job Categories:
Skills And Tools:
Job Description
1) General:
- Assisting with all aspects of administrative tasks for the office
- Purchasing and maintaining office supplies
- Coordinating between departments in resolving day-to-day administrative and operational problems
- Scheduling and coordinating meetings, interviews, events and other similar activities
- Preparing business correspondence using MS Word, Excel and PowerPoint presentations
- Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments
- Ensure office is neat and tidy
- Preparing meeting minutes, meeting notes and internal support materials.
- Coordinating with other departments, customers or clients
- Coordinate contracts and source providers for office related services/providers
- Coordinate couriers to ensure timely delivery of documents
- Managing the filing systems within the department
- Create and maintain purchasing documents, ensure approval process in place and that payment is done in a timely manner
- Assist with travel and accommodation reservations for staff and visitors if required
- Handling office petty cash
- Assist Senior Management with administration tasks when needed
- Maintaining client service standards
- Contributing to team effort
- Acting as a liaison between the organization and external providers and vendors
2) Human Resources:
General HR Tasks
- Ensuring that effective and confidential record-keeping and data management systems are implemented in relation to:
- Personal files
- Performance review and development
- Training and development;
- Supporting Local HR in with all internal and external HR related inquiries, requests and clerical tasks
- Supporting HR Manager with the implementation of HR systems
- Assist in the preparation of monthly and yearly HR reports.
- Coordinating HR Projects, activities and meetings
- Any other duties that may be deemed appropriate to this role
- Ensuring systems for the recording and management of work attendance, leave, and other staff entitlements are implemented and maintained;
- Assist Finance with payroll
- Assist in the preparation of policies, procedures, guidelines by drafting associated policy and procedure documents
Record Maintenance: - Maintaining electronic and hard copies HR files and databases
- Updating and maintaining employee benefits, employment status, and similar records
- Maintaining records related to grievances, performance reviews, and disciplinary actions
- Performing file audits to ensure that all required employee documentation is collected and maintained
- Completing all social insurance paperwork (upon hiring and termination)
- Maintaining controlled quality documents
Recruitment/New joiners: - Participating in recruitment process:
- Posting job ads and organizing resumes and job applications
- Scheduling job interviews and assisting in interview process
- Ensuring background and reference checks are completed
- Coordinating with new joiners regarding onboarding
- Ensuring that all personal documents required are complete
- Assist in employee contract management and administration
- Following up with new joiners regarding the Social insurance documents needed
- Any other duties that may be deemed appropriate to this role
Quality, Legal, Compliance:
- Follow and comply with all relevant FME policies, guidelines, manuals and SOPs in the version as amended from time to time (“FME Policies”)
- Keep yourself updated about the current version of the FME Policies that are relevant for your role and integrate corporate values in daily business
- Maintain confidentiality with regards to any information exchanged or received in the current capacity of role in accordance with facility policy
Job Requirements
1) Required training , education and experience:
- Business Administration related degree or diploma (BS Faculty of commerce)
- 2 to 3 years’ experience in a similar role
2) Important personal qualities:
- Attention to detail
- Superior written and verbal communication skills
- A pro-active and flexible attitude
- Self-motivated with the ability to multi-task and meet tight deadlines
- The ability to use own initiative but also know when matters need to be referred to a supervisor
3) Technical knowledge, languages and IT skills:
- Computer literacy with a sound knowledge of Microsoft Office
- ERP knowledge is a must
- Good typing skills
- English - written and spoken
- Arabic - written and spoken
- MS-Office
- SAP - desirable
4) Behaviors and other requirements:
- Strong time management skills with the ability to set priorities appropriately and cope with changed/conflicting requirements
- A focused approach with a genuine interest in the needs of the Company.
- Highly developed communication and interpersonal skills
- Exceptional stakeholder management skills
- The ability to respond to a changing and demanding environment
- Willingness to travel or work weekends or shifts if needed.
