عايز شغل

Jun 5th 2012, 17:35

Job Purpose:

To facilitate and enable smooth operations of Communication Directorate by establishing a strong and reliable backbone of administrative support for all departments; ensure efficient, timely and proactive support while acting as a conduit between different departments, other directorates and external agencies.

Key Result Areas:

- Take ownership of invoice processing for Communication Directorate, ensure that vendors and department managers are aware of the mandatory supporting documentation, receive invoices, facilitate timely payment and update invoice tracker.
- Ensure strict adherance for preparing material request, assist department managers in filling up the material request template in ERP.
- Record and file all contract agreements with vendors of Communication Directorate and maintain a tracker for monitoring renewals/expiry.
- Upload the finalized organization structure on the intranet portal. Work with department managers to fill the prescribed recruitment forms on ERP. Extend full cooperation to HR Directorate in selection, induction and joining formalities of new recruits.
- Travel Coordination activities wherein, receive all requests for logistics arrangements of non QF individuals, liaise with the Travel & Logistics department, interface with concerned Directorate for suitable accomodation and local transport.
- Receive requests from end user; liaise with preferred vendor and monitor number of photography requests received and serviced on monthly basis, submit MIS.
- Maintain petty cash log, ensure that all purchases are adequately justified, and submit petty cash expense statement to Head of Business Support for approval and processing, on a monthly basis.
- Take ownership of the office supplies store for Communication Directorate, maintain an updated tracker of stock available and act as the custodian of all fixed and movable assets within premises.
- Prepare/update list of forms for which Business Support Unit is the custodian; ensure that updated forms are available on the portal.
- Take ownership of maintaining database of contact details of all Communication Directorate employees in the prescribed format and regularly update.
- Provide basic administration support to all departments for any matters pertaining to coordination with other Directorates.
- Participate in operational review meetings with department team to discuss Task List and report on status of existing jobs and projects.

Job Details

Preferred Candidate

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