wafiya m

Assistant Head of the Follow-up Department

• Job Details:Arranging and organizing functional files and keeping documents and data. Follow-up on the completion of the required work with the relevant authorities. Preparing records and organizing the outgoing and incoming mail and recording the basic data about it to organize the correspondence process. Follow-up the application of the archiving and mechanization system in the office and all sectors of the authority. Transfer different information to specialists and follow up on its implementation. Continuing to provide management needs of stationery, tools and office equipment. Identify administrative needs in order to achieve continuous improvement in job performance.

Secretary

• Job Details:Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc. Attend meetings and keep minutes. Receive and screen phone calls and redirect them when appropriate. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.). Handle confidential documents ensuring they remain secure. Monitor office supplies. Maintain electronic and paper records ensuring information is organized and easily accessible. Organize regular departmental meetings.

Secretary

• Job Details:Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Sort, and distribute incoming correspondence, including faxes and email. Prepare responses to correspondence containing routine inquiries. Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. Maintain hard copy and electronic filing system. Receiving and screening phone calls and redirecting them when appropriate. Provide administrative and clerical support to departments or individuals. Direct the general public to the appropriate staff member. Performing job evaluations and job analyses. Assisting with processing employee grievances. Processing payroll, which includes ensuring vacation and sick time are tracked in the system. Answering payroll questions. Record and follow-up the attendance and departure of management staff and send it to the human resources department. Send a list of the number of additional hours each month to human resources management. Follow up the dates of termination of contracts at the university and inform the competent departments. Follow-up the monthly payment schedules for rental of rented premises for the university in coordination with the accounts department.