Executive Assistant (Arab Regional Payment System-ARPS)

11-12-2018 - 14-05-2019

1-Introduction:

As the implementation phase of the Arab Regional Payment System (ARPS) project picks up momentum, we are looking for a responsible Executive Assistant to join our founding team. Duties of the Executive Assistant include providing support to ARPS Implementation Team, assisting in daily office needs and managing our company’s general administrative activities. This position will report to ARPS Project Director.

In this context, the following sections detail the main qualifications, skills and responsibilities related to this position:

2-Job Responsibilities:

  • Perform administrative support to ensure daily operations are maintained in an effective up to date and accurate manner
  • Provide general administrative and clerical support including typing and data entry
  • Maintain contact lists of internal and external stakeholders
  • Provide general support to staff and visitors
  • Answer general phone inquiries
  • Screen and direct phone calls and inquires to the appropriate staff members
  • Open, sort and distribute incoming correspondence
  • Prepare and modify email, correspondence memos, letters, reports, presentations and faxes
  • Schedule appointments and arrange business meetings, telephone screening and e-mail correspondences
  • Plan meetings and take detailed minutes for both internal and external stakeholders
  • Help in coordinating events, including conferences, workshops and executive meetings
  • Book travel arrangements for executive and staff members
  • Assist ARPS’ HR function by keeping personnel records up to date and arranging interviews
  • Prepare expense reports
  • Develop and maintain the contract database
  • Develop and maintain an electronic and hard copy filing system
  • Order office supplies and research new deals and suppliers
  • Coordinate office maintenance work, when required
  • Supervise cleaning crew and cleanliness of office space
  • Prepare and monitor invoices
  • Conduct basic bookkeeping activities to ensure that expenditure is kept within the assigned budget
  • Uphold ARPS office policies and procedures
  • Perform any other related office administration functions and tasks as assigned

3-Qualifications and Skills:

  • 4+ years of experience with at least 2 years working in an administrative, HR, or secretarial role
  • Graduate from a recognized university with a degree in Business Administration, Public Relations, Human Resources, Communications, or a similar discipline
  • Native Arabic Speaker (i.e. Arab national)
  • Fluent in English language; knowledge of French is preferable
  • Excellent communication skills (oral and written) with ability to effectively communicate by telephone, face to face, email and written
  • Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint)
  • Excellent organization and time management skills, and ability to work on own initiative, accurately to tight deadlines, and to prioritize between conflicting demands
  • Working knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Effective team player and excellent relationship building skills with ability to demonstrate a high level of discretion and positive attitude with all internal and external stakeholders
  • Attention to detail and problem-solving skills
  • Ability to maintain the highest level of confidential/sensitive information and professionalism
  • Flexibility and readiness to work beyond regular working hours and as required

Only short-listed candidates will be contacted.

 
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