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Scope and Purpose:

• To welcome visitors and clients, receive and route telephone calls and provide administration support in the office.
• To deal with queries from the public and customers.

Key Result Areas & Responsibilities:

• Welcome visitors to the office, assist them in making appointments, assure their comfort and direct them to the proper staff or service
• Deal with enquiries from the public, staff and pass messages on to other members of staff
• Answer telephones; screen and forward calls and /or record and forward messages accurately
• Receive, sort, distribute and dispatch mails and couriers within the office; file correspondence and other materials as required
• Verifying courier invoices & forwarding to Finance Department
• Maintain hard copy and electronic filing system of visitors
• Order supplies related to office stationeries, pantry and coffee machine and maintain stocks and records
• Business travel administration – maintain and update the records of business trips of staff, distribute BTA forms to concerned staff and provide an overview of employees’ presence status by means of ‘Staff Notifications’
• Checking FCO Advice for all Business Travels and take necessary steps
• Arrange meetings, book and prepare Conference rooms and arrange hospitality
• Make arrangements for monthly birthday parties
• General administrative and clerical support
Distribution of Invoices –
• ed from the LES site (intranet)
• Distribution of Etisalat Bills

HR Support

• Assist the HR Team with the following tasks:
  • Prepare the new-joiner starter kit such as stationeries, laptop, ID, access card, network access, and that workstation is in place
  • Keeping up to date employee record electronically to ensure accurate information
  • Maintain Employee Tracker for new-hires, leavers, leave management, digital and physical files
  • Updating Personnel files
  • Recruitment (arranging interviews, conference rooms etc.)
  • Checking FCO advice for all business travels and taking necessary actions
  • Annual Air Ticket Encashment Payment

Job Requirements:

• Bachelor’s degree from a reputed university.
• One-three years relevant experience.
• Familiarity with current Windows operating systems (as applicable) and proficiency in required software, including currently supported versions of Windows applications such as Word, Excel, etc.
• Good verbal and written communication skills
• Knowledge of administrative and clerical procedures
• Customer service orientation