Job detail

Job description

This vacancy is for our client, Government Oil & Gas Company undertaking projects in oil & gas sector
Job Purpose:
Provides secretarial and general administrative support to assigned Departmental Head and other department¿s personnel. Drafts correspondence from oral instructions or brief notes, types and proofreads a variety of materials. Uses other PC applications to produce graphs, charts etc for presentation. Ensures that office equipment such as: word processor/computer terminal/printer, facsimile etc are kept and handled properly and requests services for the maintenance in case of any defects. Maintains and updates the Department¿s filing system
Principal Accountabilities:
¿ Carries out secretarial activities such as: drafting letters, memoranda, hand-over notes, fax transmission, E-mail messages etc from brief notes or oral instructions. Types and proof reads a variety of materials including reports, statements, tabulations etc
¿ Despatches outgoing mail and maintains record of documents which require Job Officer¿s response and follows-up necessary actions. Maintains the Bring-up system and follows-up work progress. Ensures direct delivery of confidential materials/mail. Receives and relays messages and answers routine queries
¿ Makes appointments for Supervisor, received and guides visitors to Supervisor¿s office. Makes arrangements for conference room meetings including preparation of visual aids, refreshments etc
¿ Uses other PC applications to produce slides sheets, lists, graphs etc. Raises requests for stationery/supplies and distributes to Department¿s personnel as required
¿ Maintains and updates filing systems. Coordinates and follows-up with concerned personnel on matters related to visas, security passes, transport, accommodation etc when required
¿ Ensures good housekeeping in the office and arranges for proper storage of office materials and files. Ensures that office equipment such as; computer terminal, printer, facsimile etc are kept and handled properly and requests services for the maintenance in case of any defects. Arranges circulation of various magazines, periodicals etc
¿ Performs assigned tasks according to Company¿s policy, procedures, secretarial and administrative standards. Exercises latitude when preparing documents for presentation and while making appointments
Communications & Organizational Relationships:
¿ Frequent contacts with personnel up to senior management level for arranging appointments and answering routine queries
¿ Frequent contacts with various visitors calling on supervisor
¿ Occasional contacts with ADNOC and other sections to obtain/collect information
¿ Performs assigned tasks according to Company¿s policy, procedures, secretarial and administrative standards. Exercises latitude when preparing documents for presentation and while making appointments
¿ Completed work is spot checked by supervisor
Minimum Requirements (Knowledge Skills & Experience)
¿ Completion of secondary education followed by 1 year formal training leading to a secretarial diploma, ability to type in English at the rate of 50 w.p.m
¿ Knowledge of PC operation is a must
¿ Minimum 4 years experience in secretarial work