Responsibilities: Reports to the Project Coordinator under the Project of Saudi Arabia. Responsible for preparing outgoing emails and receiving messages the Project office and the staff. Responsible for preparing reports such as monthly strength returns, quarterly reports, and annual reports (if necessary), as well as assisting in the Supplementary Report of the Council, etc. Coordinates with authoriti Heads on the following: Contract Extension of Staff, Staff Performance Report, Probationary Report, Arrival of New Staff, Repatriation of Staff or End of Contracts, etc. Review and Maintain office polici. Prepares circulars about administrative advice, policies, and new instructions. Hand doents to be submitted for signatures, such as official letters, mission travel requests, recruitments, and others. Update and distribute the Telephone Directory list and Warden List quarterly. Draft and distribute emails such as (correspondence, updates, forms, and reports). Submit and reconcile staff travel expense claim reports, educational grant claim reports, etc. Process project staff requests such as Annual Leave, Sick Leave, Home Leave or Family Visit, Lump Sum, and Mission Request. Coordinates with the travel agency for the flight itinerary and issuance of domestic airline tickets for the approved official trav. Submit the updated staff list to the other Team upon their request quarterly. Coordinat the staff to secure the security clearance for their official missions. Coordinates with other agencies in issuing IDs (renewal and for new experts) upon expiry. Coordinates with authorities in issuing IDs, biometric registration, and other office access support for official visitors to the project. Coordinate for Visa, IQAMA, Multiple Re-entry Visa, Final Exit Visa, Driving License, and other government-related requests. Coordinates with authorities in providing the following doents such as New User Form, NDA (Non-Disclosure Form), and NRF (Hardware Request Form). Ensure to update records such as Contract Renewal / Extension, annual SPR, Driving authorization letter, and Vehicle Insurance from the car company. Setting requests for the annual meeting, quarterly meeting, and urgent gathering for the Project office. Prepare minutes of the meeting (MOM) for the project office records. Coordinate the administrative requirements of staff as per the direction of the Project Coordinator. Coordinate different types of employment letters with the concerned departments as per the requirement of the Staff. (Eg: Bank Letters, Visa Request Letters, New Staff Arrival Letters, Muroor Letters, Jawazath Letters, etc). Coordinate for the yearly training requirement of staff. Distribute the leave card of each staff upon request. File the updated manning list based on the requirements. Maintain the confidentiality of all project-related data and ensure compliance with local regulations. Ensure proper e-filing system and doentation of all assigned tasks, correspondence, and reports for future reference. On standby for any further administrative instructi from the Project office (if required).
Expected Competencies: Proven experience as an Administrative Assista Staff with a good work ethic. Knowledge and experience in aviation is highly desirable. Knowledge of office management systems and procedures. Working knowledge of office equipment, like printers, scanners, etc. Proficiency in MS Office (MS Excel and MS PowerPoint, in particular). Excellent time management skills and ability to prioritize work. Attention to detail and problem-solving skills. Strong organizational skills with the ability to multi-task. Proficiency in utilizing print and editing software such as Microsoft Office, Adobe Pro, etc.
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