Administrative Assistant / Document Controller
ZAIN Telecom
Total years of experience :17 years, 6 Months
1. Coordinate full spectrum of office administration activities to secure efficiency and compliance to company policies.
2. Manage agendas/travel arrangements/appointments, etc. for other employees.
3. Greeting and looking after visitors.
4. Manage phone calls and correspondence (e-mail, letters, packages etc.).
5. Track stocks of office supplies and place orders when necessary.
6. Providing daily administrative support to colleagues whenever necessary.
7. Raise & maintain ERP Purchase Requisitions.
8. Documentation and archive files in chronological order.
1. Prepare well-arranged and updated files for the regulatory cases, in coordination with the internal regulatory Advisor, for following up the cases with the concerned parties.
2. Take responsibility for all letters issued by all sections of the departments until they are signed by the authorized staff; ensure they are sent to the proper entity, and provide response, if any, to the concerned sections after registering it in the electronic archival system (DMS).
2. Responsible for all incoming correspondence to the department; handle them over to the concerned sections as soon as possible after the proper registration in the DMS; monitor the deadline for response, if any.
3. Fully Responsible for electronic and paper archiving of the department, making sure that archiving is done within the same working day on which the communication is issued or received.
4. Prepare weekly reports in coordination with all relevant managers before presenting them to the Senior Executive Vice-President.
5. Responsible for all logistic support of all sections of the Department (such as following the procedures of training programs, business trips, meetings, procuring devices and stationery, etc.)
6. Responsible for all routine works, such as finalizing the open letters/requests and working through the systems adopted by the Company in the area of specialization, in addition to any other duties that may be assigned to him
7. Prepare and coordinate meetings with CITC concerning the regulatory activities.
8. Perform other related duties and/ or assignments as may be directed by the Management.
1. Provide consistent, accurate and timely administrative reports and support for Manager and Company Officer in order to contribute to the achievement of Operational objectives.
2. Prepare a global contracts in various materials from suppliers ready to use for Purchasing Coordinators
3. Documentation of gathered data from a certain Sourcing Coordinator, which consists of Design Requirements & Design solutions of every item
4. Keeping track all the minutes in meeting.
5. Does clerical jobs, prepares Quotation Request, Price Comparison and other related office works.