Administrative Specialist

Roles and responsibilities

The incumbent undertakes executive management support activities with semi-limited supervision including developing the work of the organizational unit, suggestions and development ideas related to facilitating and improving internal procedures, and modern developments and technologies related to work and employing them to improve and develop procedures and regulations. It also ensures that all services are provided in a timely manner and with high quality.

Main Responsibilities and Activities

Operations Management:

Implementing policies, regulations, procedures and controls so that all relevant procedural/legislative requirements are met while delivering high-quality and cost-effective results.

Administrative Support:

Organizing and maintaining administrative records and files to ensure easy access.

Arranges and organizes meetings, including scheduling appointments, preparing minutes and distributing them to relevant parties.

Communicates with employees, management and suppliers to ensure smooth workflow.

Collects and analyzes information and data to prepare reports that support administrative decision-making.

Provides support in implementing daily operations, such as preparing budgets and developing policies and procedures.

Works on improving and developing work procedures to achieve efficiency and effectiveness.

Participates in managing and implementing various administrative projects and follows up on their progress.

Organizes training courses and workshops for employees to support their skills development.

Monitors employee performance and operations, providing guidance and support when needed.

Prepares periodic reports on work progress, projects and other activities for senior management.

Performs any other relevant job duties as assigned by the employee.

General Administrative Support

• Scheduling and Calendar Management: Coordinate and manage calendars for team members or departments, schedule meetings, appointments, and events, and ensure all necessary materials are prepared.
• Communication: Handle incoming and outgoing communications, including phone calls, emails, and correspondence, ensuring appropriate routing and responses.
• Filing and Documentation: Organize and maintain physical and electronic files, ensuring that all documents are easily accessible, securely stored, and updated when needed.
• Office Supplies and Equipment: Manage inventory of office supplies, track usage, and order new supplies as necessary. Ensure that office equipment (printers, copiers, computers) is functioning properly.

Desired candidate profile

1- Three or more years of relevant experience in administrative support and office management.

2- Previous experience in the government sector or regulatory bodies is preferred.

Educational qualifications and professional certificates:

1- Diploma in Office Management or Executive Secretary Diploma, or related field.

2- Bachelor's degree in a related field is preferred.

3- Relevant professional certificates are preferred.

Skills
Effective communication

Teamwork

Focus on results

Stakeholder management

Document and Data Management
Data Entry and Database Management: Input, update, and maintain data in various databases or management systems. Ensure data accuracy and integrity.
Document Preparation: Prepare, format, and proofread reports, presentations, forms, and other documents for internal and external stakeholders.
Record-Keeping: Keep accurate and organized records of meetings, projects, and other business activities. Ensure compliance with document retention policies and procedures.
. Meeting and Event Coordination
Arranging Meetings: Schedule meetings, book conference rooms, prepare agendas, and ensure that participants receive relevant materials in advance.
Taking Minutes: Attend meetings, take detailed minutes, and distribute notes to relevant stakeholders following meetings.
Event Planning: Organize company events, conferences, or team-building activities, handling logistics, such as venue bookings, catering, invitations, and scheduling.