Admin Assistant-Finance Department
Sharaka Holdings
Total years of experience :12 years, 10 Months
KEY RESPONSIBILITIES
• Receives and records into the GFD register all financial documents submitted by subsidiaries and head office departments (Bank Payment Vouchers-cheques, telex transfers; LC, LG, bank account opening forms, tender bonds, etc.) and other finance-related documents (board resolution, memo, minutes of the meeting, letters)
• Responsible for first level filtration of documents. Filters documents for basic requirements before receiving and recording in register. Consults with Finance secretary for documents lacking basic requirements and other concerns.
• Submits GFD-reviewed documents to BOD executive secretary for signature/approval of authorized signatories and thereafter collects same documents once signed
• Stamps PAID on voucher and invoices for approved payment requests
• In-charge of collection and releasing of documents to subsidiaries through locker system.
• Documents for release. Completely signed documents with transmittal are placed in duly labeled envelopes and placed in corresponding locker assigned to subsidiary.
• Sends transmittal confirmation through email to accountants.
• Answers inquiries and follow ups on documents
• Files inward/outward transmittals
• Updates GFD tracker
• Assists the Finance Secretary in filing of documents (scanning, labeling, content writing/recording)
• Serves as 4th Floor Frontline/Reception
• Attends to meeting guests, suppliers, collection officers, etc.
• Assists other departments as needed
• Routing of other departments’ documents
• LEGAL (Minutes of the Meeting, Arabic Ministry papers)
• INTERNAL AUDIT (Policy, Minutes of the Meeting)
• Other special projects such as tender documentation - document copying, scanning, binding
• Distributes posts (bank letters, statement of account) to GFD staff
• Performs other admin-related tasks (document scanning, binding)
• Substitution during Finance Executive Secretary’s absence.
Scope of Work:
• Performs administrative and office support activities for multiple supervisors.
• Duties include fielding telephone calls, receiving and directing visitors, word processing, presentations, and filing.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Provides information by answering questions and requests.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Meet course and school-wide student performance goals.
• Develop professional relationships with other agencies and programs.
• Utilize curricula that reflect the diverse educational, cultural, and linguistic backgrounds of the students served.
• Prepare and distribute required reports.
• Work with program coordinators to ensure initiatives are being met.
• Create projects designed to enhance lectures.