rola doudin

Responsibilities

§ Input and maintain the departmental databases and records, often reconciling data with other departments/database.

§ Facilitate department processes in order to ensure timely and accurate outputs.

§ File and maintain document records.

§ Prepare and process correspondence, memorandum, reports, forms, etc.

§ Be aware of department policies and practices in order to resolve and respond to routine departmental inquiries.

§ Review and priorities incoming correspondence.

§ Taking minutes of department meetings and follow up on action points

§ Screen telephone calls, taking messages and relaying these if appropriate.

§ Handle and organize travel arrangements i.e. travel, accommodation, and transportation.

§ Handle ordering of stationary and office materials.

§ Coordinate with IT to maintain IT & technical equipment

§ Liaise with internal and external contacts to coordinate information and meetings.

§ Maintain a high level of communication with all Aspire sections and units personnel, especially Corporate Services.

§ Follow up on the financial aspects of the department like quotations, invoices and payments and raise PRs accordingly using ORACLE

§ Follow up business trips, visitors trips, etc

§ Maintain vacation calendar for department

§ Schedule and coordinate meetings, events and special projects with relevant partners.

§ Translate articles, correspondences, and communication from English to Arabic and vice versa, as and when needed.

§ Assume any other responsibilities as directed by the direct supervisor.

1) Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.

2) Open, sort, and distribute incoming correspondence, including faxes and email.

3) File and retrieve corporate documents, records, and reports.

4) Greet visitors and determine whether they should be given access to specific individuals.

5) Prepare responses to correspondence containing routine inquiries.

6) Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

7) Prepare agendas and make arrangements for committee, board, and other meetings.

8) Make travel arrangements for executives.

9) Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.

10) Compile, transcribe, and distribute minutes of meetings.

11) Attend meetings in order to record minutes.

12) Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.

13) Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors.

14) Manage and maintain executives' schedules.

15) Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.

16) Set up and oversee administrative policies and procedures for offices and/or organizations.

17) Supervise and train other clerical staff.

18) Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

19) Interpret administrative and operating policies and procedures for employees.