General Assignment:
To facilitate and follow up administrative process at governmental and non-governmental offices in relation to project/and other administration tasks which will be processed in this department.
Duties and Responsibilities:
1: Follow-up administrative procedures at governmental and non-governmental offices:
Activities:
- Facilitate and follow-up required supporting letters, and/or any other requested documents at CSA, Road Transport Authority, DRMFSS, customs etc…
- Facilitate and follow-up tax-exemption letters and related support letters.
- Deposit, follow-up and obtain legal administrative documents such as: visas (all types), work permit, residence permit
- Follow-up and process visa and other administrative documents at different embassies.
- Update immediate supervisor with any format change with the government/non-government offices.
2: Facilitate the transfer of information and documents and participate in internal communication:
Activities:
- Look after program related incoming faxes, e-mails, letters and ordinary mail and transmit them to the persons concerned after having registered them and make sure to file them in the program files;
- Draft faxes, emails and letters when required and have them validated and signed by the Liaison & Gender Advisor and Grants and Reporting Officer.
- Register and send program related faxes, mails and letters and ensure they reach the concerned person;
- Photocopy, scan and bind program and other documents when required;
- Strengthen the existing filing system for program files that ensures an easy access to the information
- Ensure all confidential documents are kept in a safe place
- Whenever required participate in decorating the department with posters/information about AAH and the programmes.
3: Manage the department PR:
Activities:
- Responsible for the follow up of the department stock of office stationery
- Responsible for filling out PR on a monthly basis for the department
- Prepare status update on a weekly/monthly bases on the outstanding tasks mentioned from objective (1-3).
- Follow up with different programs in collecting contact details of government/non-government offices and compile and prepare a roaster which will be updated on monthly bases.
4: Other tasks:
- Responsible to fill the gaps for any additional tasks required by the department according to the LA & GFP instructions.
Educational / Professional Background: Diploma in Business Administration/ Management/ school graduate with 3-4 years’ experience.
Required skills: Experience and ability in building partnerships and collaboration, Good interpersonal/communications skills – Computer knowledge – Rig-our – Good knowledge of English.
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