Administrative Assistant

Communication

Internal Communication:
Legal department personnel

Purpose:
To assist and perform routine administrative tasks in support of their activities.
Coordination of operation admin tasks

External Communication:
Vendors related to admin functions / activities

Purpose:
To ensure required admin functions are met by external vendors in a timely and cost efficient fashion.

Occupational Health & Safety and Environment

Accountability:
Are accountable for their acts and omissions.

Responsibility:
To follow agreed safe systems of work; to follow training and instructions; and to report accidents, incidents and near misses.

Authority:
To stop work if they think the work is unsafe.
 

Key Roles & Responsibilities

• Manage, schedule and arrange appointments, visits, meetings and conferences, company/department events, including any related travel, accommodation and/or venue bookings for office personnel, ensuring that all activities are well coordinated and executed smoothly.
• Support Legal dept with various operational admin taskssuch as data base monitoring;
• Greet visitors or callers and handle their inquiries, take messages or direct them to the appropriate persons according to their needs.
• Operate office equipment, such as computers, fax machines, copiers and phone systems and arrange for repairs when equipment malfunctions.  
• Use computers for various applications, such as database management or word processing: create, maintain, and enter information into databases.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. 
• Coordinate and compile information from different sources and present it in a relevant format to enable others to understand and use it; conduct searches to find needed information, using such sources as the Internet and various AI tools.
• Assist the Department personnel in performance of duties, serving as an informational resource to the department with regards to administrative inquiries or problems.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.  
•    Maintain records in paper files and / or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records.
• Monitor and review admin budget expenditure and invoice payment for the Department, including expenses and stationery; keep records of collections and disbursements, and ensure accounts are balanced.
• Maintain the supply inventory, including placing orders, arranging delivery, dispensing supplies and handling receipts.
•    Handle all purchase requisitions via Milaha i-poc, liaise with procurement department and timely processing of invoices.
• Compliance to all Milaha Health & Safety, Security, Environment and Quality policies, Manuals, Procedures, Laws, Regulations and Standards
• Perform other job-related duties as assigned.
• Follow specified systems, processes and procedures, implemented in the workplace, to ensure compliance with legal, regulatory, and other requirements/standards
• Work safely at all times, protecting the health and safety of everyone in the workplace
 

Education & Professional Qualification:
Diploma Degree in Secretarial or Office Management or any related field

Professional Experience: 
2-3 years in office administration or  an executive secretarial position

Geographic Experience: 
Not required

Computer Skills: 
Good knowledge of Office, AI tools and web applications

Language Skills: 
Business fluent English
Arabic language is an advantage

Market/Industry/Functional Knowledge: 
-Strong knowledge of administrative and clerical procedures
- Strong knowledge of data recording and management methods, tools and related techniques
- Good knowledge of Department functions and activities
-  Good knowledge of Milaha business and operations