Job Purpose To provide comprehensive personal secretarial & admin support to Director Main accountabilities and approximate time split Accountability Supporting Director Time Split: 80% Prepare reports, correspondences, and presentations as requested.
Maintain good archiving system to keep old and new files easy to retrieve. Arrange any required meeting ensuring that meetings are organized and all attendees are notified in addition of providing hospitality catering whenever requested. Handle all office administrative issues for the Director (travel and expense claims, Medical claims, maintenance… etc. ) Ensure meeting minutes and assigned action Items done on time. Act as main reference point for other management/team(s), outside contacts, responding to/ resolving queries/providing information or channeling to an appropriate alternative source to avoid unnecessary interruption. Ensure Manager/team's preferred style/known wishes are conveyed and exercise discretion regarding confidentiality. Liaise between Manager/Team on ongoing matters. Monitor progress and ensure actions, paperwork are coordinated in preparation for meetings/to meet deadlines. Taking ownership of any requests ( cash in advance, travel requests, business cases , work orders , expense exceptions…. etc), received that needs the attention Director, and ensuring finalizing the matter which may require problem solving, referring to different entities within the department and outside it , refereeing requester to complete their documentation through other channels prior to Director approval and finally driving the process wheel for Director approval. Following up consistently on control issues (BIA, Deep Dive, RCA. . etc) ensuring all is met on target dates and consequently driving the process for their closure evidencing all by documents. Ensuring Department is compliant to record management policy in terms of making sure all paper work is up to date and physical files are in the required form as well as harboring snap checks carried on Human Resources to ensure satisfactory results Assisting the Director with finalizing any documentation that needs to be completed by department such as PD's , role profiles, Trainings…. etc Ensure actions items assigned are followed up on its assigned time frame while accurately & professionally delivered. Make appointments, travel and accommodation and itineraries under own initiative. Organize onsite/ offsite meetings, functions by liaising with relevant internal/external contacts arranging suitable dates, locations, personnel, menus etc always adhering to Bank guidelines. Acting as the focal point for department to the travel agent and organizing travel arrangements and hotel bookings for Director and other staff members. Also ensuring proper invoicing process and reviewing services rendered before issuing a payment request which may include researching old tickets and defining flight dates and reconciling with actual facts. Managing Attendance reports & leaves Taking ownership of a central attendance system within dept. , automating the process and familiarizing the department with it and ensuring all staff members within department comply with the set-up system. Producing attendance reports to Director to facilitate and ensure departments leaves discipline. Tracking and managing departments’ annual leaves and sick leaves and ensuring proper documentation and communication to SAP leaves system. Monitoring and Ensuring that departments is compliant with Bank Policies Ensuring compliance of department with Clear desk policy and carrying out periodic snap checks on the department and reporting to Director the non-compliant staff members. At the same time take on a proactive role in ensuring that all staff member have proper tools and are in a good form in order to be able to comply with the policy.
Accountability: Business Support Time Split: 20% Transcribe from dictation/audio external and internal correspondence, reports and other documentation, where terms may be technical and complex and urgent deadlines will have to be met. Apply spelling, punctuation and grammar as appropriate Create and maintain records and filing systems, which may include confidential/sensitive information. Ensuring total professionalism in supporting and fulfilling assigned work. Organize the department functions and events whenever required. Liaise with other departments on administrative functions, as required. Ensure actions items assigned are followed up on its assigned time frame while accurately & professionally delivered. Organize and facilitate any Director international trips in term or issuing the Travel requisition report, Perduim forms get the proper approvals in addition of insuring the visa issuance, hotel, transportation and flight reservations Ensure adequate familiarity with day-to-day operations performed by the dept. so as to be proactive in understanding the critical paths for department success Technical skills / Competencies Competencies Operate keyboard at speed intermittently during working day. High degree of social skills when dealing with a range of people and situations. Excellent Communication skills - both verbal and written. Good organization and co-ordination skills.
Knowledge, Expertise and Experience Essential Knowledge Good knowledge relating to Manager/Team's area of responsibility in order to deal with queries and undertake work on their behalf. Thorough knowledge of Bank typing, standard/style and instructions relating to equipment. Knowledge of functions/structures of other sections as an aid when researching information/referring/resolving queries and ensure all necessary areas are advised of information. Essential qualifications Advanced secretarial qualifications PC -relevant packages e. g. Word, PowerPoint, and Excel etc. Scheduler, electronic diary Preferred Primary Location EG-City Stars Building HQ, Al Qahirah , 1 Omar Ibn El Khat Job Type Permanent/Regular Posting Range 22 Aug 2017