Administration Assistant Manager
Arden Consultancy
Total years of experience :32 years, 11 months
Maintains office services by organizing office operations and procedures. Assisting the accountant with payroll as per attendance sheet. Controlling correspondence. Designing filing systems. Issuing, Reviewing and approving supply requisitions. Assigning and monitoring clerical functions. Assisting both the General Manager and Managing Partner. Safe keeping and filing of confidential information such as Management documents, company licenses, shareholder agreements. Responsible for all admin / secretarial duties. Front office Executives reports to me. Ensure day to day operation of the office. Create company policies. Reporting system. HR (Recruitment / Staff details). Dealing with suppliers. Renewal of licensing etc. Ensure daily reports are sent from respective staff. Monitor KPI's. Review of financial reports and cross check. Safe keeping of all confidential paperwork. Ordering stationery and furniture.
Dealing with correspondence, complaints and queries. Preparing letters, presentations and reports. Supervising and monitoring the work of secretarial, clerical staff. Managing office budgets. Implementing and maintaining procedures/office administrative systems. Delegating tasks to junior employees. Organizing induction programs for new employees. Assisting the General Manager with all requirements needed.
The Recruiting, interviewing, and screening responsibilities of HR recruits, can be further broken down by daily job duties, which include: Partnering with hiring managers to determine staffing needs. Responsible for Screening Resumes, Coordinating interviews with the hiring managers … etc
• Implements the overall recruiting strategy and apply HR recruiting best practices.
• Analyzes the recruitment process performance, recommends and implements changes to the recruitment process.
• Sources and attracts candidates by using databases and different channels.
• Screens candidates’ resumes and job applications
• Conducts interviews’ and filters candidates for open positions
• Handles the testing process for the admin position (English placement test - IQ test - Typing test)
• Issues regular reports as requested
• Coordinates recruitment advertisements and recruitment related events/activities with internal and external parties.
• Keeps track and documentation of interviews, hires, transfers, contract renewals and terminations.
• Keeps documentation of the recruitment process up to date.
• Prepares job descriptions.
• Posts the required vacancies using different channels (BUE website, newspapers, magazines & online recruitment agency)
• Plans and conducts new employee orientation program.
In addition to Ops. Admin. tasks, As Procurement Specialist I was Responsible for: Preparing and managing Purchase orders & contracts (P2P procedures). The preparation of contract details list and ensure to flag any renewals to the concerned parties on time. Negotiate prices with respective companies. The preparation of Purchase orders and maintains them in serial order wise. The preparation of procurement monthly Reports. The preparation of Vendor list. Responsible for maintaining product catalogues / proposals - meetings and updates. Responsible for the day to day activities. Adhering the Procurement Policies & procedures and update procurement application. Responsible for the total communications within the Procurement Department. Ensure that purchase orders are prepared based on the best terms and conditions given by supplier. Regular Coordination with MENA Procurement team for the following clusters: Network Supplies, Different departments supplies and stationary, Uniform, Production Systems, Promotion materials. To coordinate with commercial dept., IT, Ground Fleet, Fleet spare parts for their needs. Responsible to check the quality of the materials received from the suppliers. Review the received orders and check invoice before handling for payment by Finance dept. Responsible to maintain records for Quality / Financial Audits. Follow the mechanisms to monitor compliance with the policies and procedures of all orders. To evaluate commercial aspects of quotations, tenders and negotiate price to achieve optimum value for money. To organize meetings, interview with suppliers (including provision of debriefing to unsuccessful suppliers) and any other arrangements necessary to undertake the procurement processes such as contract filling. Attend progress meetings with contractor / suppliers. Direct contact with local legal office when needed and ensure to report any cases to the local legal office via email when required. The preparation of legal filling.
Reporting to Country Performance Manager Egypt
Direct Reports : Submit monthly reports for HR & Finance.
Internal Contacts: Ops management and staff.Support Services to management and staff.
External Contacts DHL Customers & Suppliers
1.BASIC PURPOSE: Assist and support the Country Operations team in achieving efficient, reliable and consistent administrational focus within DHL EG, liaison between Operations and Support functions
2.ACCOUNTABILITIES: 2.1.Quality
To integrate quality into the business.To implement and maintain operational and EG specific administration procedures at all times.Undertaking any projects, or tasks regarding Operations administration system.
2.2.Liaison with Operational Staff and Management
Assist with queries from staff and from management.
Handle complaints, reports and responses.
2.3.Secretarial Functions: Typing, Maintain filing system, Produce presentation upon request, Distribute information, Maintain records, Comply with EG Admisnstarion regulations.
2.4.General Administration:Liaison with suppliers for quotes and other necessary work.Assist with forecasts and budgets.Timely review of monthly F-Pack, highlighting any areas of concern. Opening and sorting of mail.Preparation of cheque requisitions. Preparation of leave/training roster.Ordering & controling stationery stock. Preparation of CAA's. Control of petty cash & cash Floats.Co-ordinate all medical insurance inquires for the staff and their families members. Petty Cash submissions. Salary, incentive & bonus submissions. Purchasing order submissions.Training records and Liaison. Staff forms and liaison recruitment / changes. Fleet information collation. Account submission - telephones / copiers etc. Stationary control DHL and office supplies .Uniform records ordering .Staff lists and numbers deployed.
2.5.Personnel Administration :
.Schedule meetings and arrange venues, lunches, etc., as required. Assist with preparation of training and communication materials.
Maintaining a proper Customer List. Interfacing with Customers specially complaining ones handling over their problems & checking on satisfaction.welcoming new customers to service schedule & promotions. Keeping records for complaints, comments & suggestions necessary for progress. Carrying over with both the Hot Line & The Call Center. Maintain a Customer Profile using Oracle System. Follow up spare parts emergency orders. Issuing a detailed Monthly Report clarifying all analysis & statistics needed.ISO co-ordinator for the After Sales Dept. Other jobs assigned by Division Mgr.
Keeping availability of catalogues & manuals.Gathering competitors data & general market information ( prices, offers...).Keeping sales records with full details (tenders, Direct Inquiries, Lost sales...). Maintain a proper customer list & machine fleet. Press adverts follow up.Pushing sales through vendor registration & tender announcements follow up.Keep records for orders, shipment details, D.T., & stock status. Issuing monthly report summarizing current status. Minuting Executive Meetings. Responsible for all secretarial work needed for this title. Other jobs assigned by General Division Mgr.
Managing the office of an extremely busy, workaholic, creative MD, helping to handle a massive range of projects from business, finance and legal issues, to Marketing, PR, and strategic and political planning. Duties cover audio - typing of sensitive correspondences, super - organized filing of many complex issues, diary and travel planning for the MD, minuting of executive meetings, and follow up of implementation of company systems with the management team. In addition to all secretarial work needed for this title.
All secretarial affairs.. Attending & reporting tenders to Marketing Mgr. & Others.
Secretarial Jobs.