Aina Al Shishani

- Ensure the administrative functions of the CEO office run smoothly, professionally and efficiently.
- Receive queries and explanations, if any, on behalf of the CEO, and co-ordinate with the concerned personnel in the department to provide necessary clarifications.
- Schedule appointments for and on behalf of CEO, provide information to callers and other administrative tasks as and when required.
- Take dictation from CEO and compose and type correspondences in both Arabic and English.
- Answer the CEO telephone calls and give information to callers or direct calls to appropriate officials and place outgoing calls for the CEO.
- Devising and maintaining office system, including Data Management, filing, etc.
- Record minutes of internal meeting conducted by the CEO.
- Coordinate with relevant personal to arrange travel schedules and reservations for the CEO.
- Greet and receive visitors of the CEO, and ensure that required attention and hospitality are provided to the visitors.
- Dealing with CEO’s personal matters including holidays, flight, banking, family, housing and other private matters.
- Keeping track of actions and communications and make timely follow-up with all concerned to get job done.
- Providing ad-hoc administrative support to bidding activities, HR, Finance support.
- Managing important and confidential documentation relating to CEO and company projects.
- Perform other tasks related to the Administration function as they arise and as delegated by the CEO.

- Dealing with redundancies, gross misconduct, and maternity leave issues.
- Assisting in the short listing of suitable candidates from applications.
- Dealing and advising on disciplinary and grievance procedures.
- Developing & improving existing HR procedures and processes.
- Making sure that any promotions, transfers and pay rises take effect as planned.
- Conducting inductions for new employees.
- Providing employment references for past employees.
- Organizing and arranging interviews for candidates.
- Writing the terms of employment & contracts for new employees.
- Conducting interview with job applicants, asking relevant questions.
- Writing job specifications and designing job adverts.
- Deciding which online job sites & newspapers to advertise jobs in.
- Conducting pre-employment checks on job applicants i.e. references, medical approval, academic etc

- Following up the Salary Sheet Monthly Report.
- Recruitment, organizing and arranging interviews for candidates.
- Human resources management (National / International staff).
- Capacity Building (Internal / External Training's).
- Administration/Liaison (Management for premises lease/ prepare all administrative letters in Area level/ Prepare all Administrative Documents such as internal notes, regulation, memos etc/ Ensure compliance of ACTED to legal requirements of the area of intervention.
- Filling.
- Staff / Premises contracts