Associate - Business Support
Aspire
مجموع سنوات الخبرة :2 years, 10 أشهر
- Performing Secretarial Tasks (visa applications, travel booking, schedule meetings, write minutes of meetings, etc..)
- Support recruitment team by:
o Scanning and filtering the resumes of applicants
o Conduct phone interview to:
Make assessment of English conversation proficiency
Provide brief description about the company and its department
Specify the applicant’s interest to which department
o Schedule IQ tests and department tests
o Monitor the tests and provide clarifications for the applicants whenever needed
o Schedule interviews
- Support Human Resources Management by:
o Prepare the paper work for the ministries and authorized parties to apply for Work Permission and Residence Permission for Non-Jordanian workforce
o Prepare the paper work for GIP initiative (government program to hire Communications and Information Technology graduates)
o Write ads and warnings to be posted in local newspaper whenever needed
- Support Accounts department by:
o Contact vendors to follow up on checks and invoices
o Handle checks for vendors and receive receipt vouchers
o Fill needed forms for debit and credit cards whenever needed
o Contact American Express to follow up on GM payments and statements (Authorized Person)
- Record-Keeping Tasks
o Soft copies on shared folders and share points
o Hard copy with indexes and proper labeling
1. Maintain a list of the participants for each training course.
2. Ensure that the venue is organized and equipped with all materials and tools necessary at least one hour before the start of the training.
3. Make sure the catering and the coffee break arrives on time and double check the quantity and quality of the food and beverages.
4. Verify the availability of the training packages, including outline, text, and
handouts written by instructors and make sure there are enough copies of the materials for each participant.
5. Write budget report with a breakdown of the training costs, including but not limited to: instructors' wages, materials, and equipment costs and submit the report within 3 days of the end of the training session to both the trainer and Executive Manager.
6. Book venues for the training in the right times and dates.
7. Provide the training application for the applicants/participants, maintain and update the records.
8. Write an evaluation form with the directions of the trainer in to fit each training
course as individual.
9. Analyze the evaluation form and keep the evaluation in records.
10. Contact all the participants to keep all up to date for any changes in the time or in
the place
11. Schedule and coordinate all aspects of meetings for "post delivery services" if needed.
12. Translate materials and presentations from English to Arabic and vice versa when necessary.
13. Document all relevant events during the training session including photos and quotes from the participants/trainer.
14. Contact RMC for material orders and training related subjects.
15. Follow up on all inquiry emails and phone calls regarding training or questions regarding our product/services.materials.
16. Maintain and inventory a list of books and gifts for the training.
17. Create and maintain a list of training candidates and follow up with them.
18. Update the contacts database with new participants.
1. Handle incoming and outgoing communication.
2. Assist with the coordination and timely completion of presentation material using Microsoft Power Point, Word, and/or Excel.
3. Lead event planning and meeting execution.
4. Support all customer inquiries in a timely manner.
5. Manage the utilization and ordering of office supplies
6. Overseeing -jo.org emails
7. Sending out invitations for the bimonthly events
8. Sending formal letters to Ministry of Interiors of the board members MOM
9. Arrange, attend, write the minutes of board members meetings meeting and record
it.
10. Attend the bimonthly events and write the voucher receipts.
11. Record everything related to the chapter in order to make it a source for everyone.
12. Oversee PMI Jordan Chapter website and facebook page.
13. Conduct meeting for volunteers and help with the work progress.
14. Follow up for chapter’s partnerships and agreements
