DA1226 - Adminstrator

Job Summary:

Supports Operations Director, Departments Managers and other UOP staff in the effective fulfilment of their roles, by taking responsibility for all delegated secretarial, administrative and support tasks. Provides efficient and cost-effective office management functions.

About The Job:

• Document Management at office.
• Receives all incoming internal and external mail, faxes and letters to the ' Operations. Dates / registers and sorts documents and organize in folders for Director-UOP and Managers' review
• Types letters, memos, reports, circulars, using written notes and audio dictation, ensuring accuracy. Submits such materials for review and signature. Obtains approval and arranges to fax mail or deliver correspondence to the addressee. Registers and files copies of outgoing mails to keep track of correspondence/
• Maintains and updates a comprehensive filing system for various documents such as business correspondences, reports, telexes, circulars, local and foreign addresses, telephone numbers, business journals, periodicals and other related document. Ensures that all documents are filed in a logical manner, for easy reference, while maintaining confidentiality. Manages and maintains a register with updated status for all documents received from third parties and follows up with engineers for reply on outstanding document transmittals.
• Performs confidential work assigned by the ' Operations- Director and Division's Managers, and maintains security system for all sensitive, confidential, and/or official documentation. Supports the ' Operations Director and Division's Managers and Engineers in producing reports, power point presentations and spread sheets.
• Undertakes typing of a variety of material such as memoranda, circulars from longhand or shorthand drafts and audio-dictation ensuring accuracy. Submits such materials for review and signature. Follows up with General Services on security passes issuance for UOP personnel and UOP visitors and on resident and temporarily visa issuance.
• Ensures that new employees have adequate offices, stationeries and that they receive assistance with the items on the HR checklist.
• Monitors and Maintains record of the Division's annual and sick leaves.
• Maintains and updates the division stationery requirements.
• Uploads and retrieves documents from EzDELCOM as and when required.
• Manages all incoming telephone calls for UOP and either provides the caller with requested information or transfers to the appropriate person. Takes and conveys messages and answers general queries in a professional and efficient manner.
• Performs administrative tasks such as arranging internal / external meetings and setting up new systems for the office. Ensures issues are attended to promptly and efficiently, ensuring customer services at all times.

Educational Requirements / Qualifications:

• Secretarial Diploma Degree or other relevant subjects, or equivalent combination of relevant experience and training. Experience:
• Minimum of 4 years of relevant experience in a large organization preferably in oil/gas

Experience:

• Effective interpersonal, verbal and written communication skills
• Excellent knowledge of written & spoken Arabic & English.
• Excellent knowledge of MS office applications.
• Typing speed, min. 50 w.p.m. Shorthand skills.
• Excellent understanding of local Government requirements and Customs duty exemptions.
• High level of confidentiality and integrity.