Administration Assistant

About the Role Providing administration support for the smooth functioning on a daily basis, for the team. Handling of confidential and sensitive issues involving continual inter-departmental relations. Represents the team through correspondence, telephone and personal contact. Liaise with other departments for arranging the logistics of resources. Responsibilities • Perform advanced, diversified, and confidential administrative and secretarial support. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office. • In consultation with the team, generate business documentation, including presentation creation and spreadsheet preparation and distribution. • Prepare charts and compile reports as needed and ensure that all files are complete and properly maintained. • Perform administrative tasks based on set procedures, establish and maintain filing systems, categorize and maintain manuals, invoices, manage and co-ordinate travel needs and other source data. • Research information and initiate assigned tasks accordingly. • Respond to complaints and requests for information and assistance, interpret and explain procedures and policies pertaining to internal inquiries of staff. • Attend and take notes at meetings, coordinate travel arrangements, records of Communication (documents, E-mail) to meet the requirements of the team. • Complete all administration tasks within the department as directed by the Lead Administration officer including compilation of Staff Overtime & Attendance, HIA License, and Airport pass, Residence Permit, Annual Leave Records, Sickness Certificates, Administrative Memos, Training Records and Staff Personal Files. • Coordinate and liaise with HR with regards to Staff leave, Staff uniform, Staff medical issues that need referring to QRMC, Payroll data, Staff behavioral issues including disciplinary actions, Staff promotion, Staff resignations & terminations • Coordinate and liaise with Immigration Services in relation to issuance of new airport passes and residence permit, renewal of old airport passes, and residence permit and staff exit permit. • Monitor Stationery and pantry ensuring that sufficient stocks are available, and the department budget is not exceeded by placing Orders (on Oracle), maintaining records of Stationery, Pantry and uniforms requisition and Issuance to various sections in an orderly manner • Ensure receipts of all advance payments received and maintain a register in order to monitor and track all transactions relevant to petty cash. Prepare a daily cash summary, tally the petty cash expenditure with the balance amount thereby ensuring all expenses are reconciled and recorded. • Monitor and maintain the upkeep of Assets such as Radio Transmitters, Scanners electronic equipment and PDA by regularly coordinating with PMO and System Support for maintenance issues. • Act as a point of contact for assigned services of the department by assisting in welcoming new recruits. • Receive and answer telephone calls/inquiries and ensure that messages are taken clearly and delivered promptly. • Perform other department duties related to his/her position as directed by the Head of the Department