Job description

Strategy 

• Support departmental objectives by ensuring timely execution of administrative and reporting requirements. 
• Assist in implementing organizational policies, procedures, and compliance requirements within the department. 

Operations 

• Maintain accurate documentation and records to support decision-making, audit readiness, and information security standards. 
• Manage director schedules, coordinate appointments, and arrange meetings with internal and external stakeholders. 
• Prepare, draft, and register correspondences, circulars, and official letters; ensure timely dispatch and follow-up. 
• Maintain and update departmental files, records, and databases in hard and electronic formats, ensuring confidentiality and compliance with information security protocols. 
• Enter permissions, attendance, and leave data into systems (e.g., Time & Attendance, Tarasul, CRM) and prepare periodic reports. 
• Support onboarding of new employees by coordinating requirements such as PCs, phones, employee cards, and office supplies.
• Maintain inventory of office supplies, process procurement orders, and coordinate maintenance of office equipment.
• Attend departmental meetings, prepare minutes, and follow up on assigned action points. 
• Track and close assigned tasks, suggestions, and complaints within approved SLAs using RTA systems. 
• Provide clerical support including scanning, archiving, and organizing documents while ensuring information security measures are applied. 
• Coordinate with HR for employee-related requests (leaves, training, certificates, resignations, etc.). 

Product / Process Improvement

• Ensure systematic filing, record-keeping, and compliance with document control and information security procedures.
• Recommend improvements in administrative workflows, reporting, and secure document handling. 
• Participate in training on new administrative systems, tools, and information security awareness. 
• Support continuous improvement initiatives by providing feedback from day-to-day operations.

• Diploma/ Bachelor’s degree in relevant field
• 0-1 Years in case of Bachelor’s degree (5+ years in case of Diploma) in related field
• Strong executive communication and professional correspondence skills
• Knowledge of general administrative practices and office coordination
• Experience in intranet management and content governance
• Skilled in presentation design and executive-level reporting
• Understanding of the organization’s business context and operations
• Proficiency in technical reporting and documentation
• Experience in committee and team governance activities
• Competence in knowledge and innovation management practices
• Ability to implement policies and ensure compliance management
• Familiarity with quality, health, and safety compliance standards
• Strong stakeholder engagement and protocol management capabilities