Administrative Assistant Sakina

Job Description:

Responsible for providing administrative support to the department, managing and assisting in activities that relate to facilitating the flow of work in the department. Also responsible for performing any other work as assigned and conducting administrative tasks in support of the department.

• Answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments
• Liaising with the facility staff on behalf of the Manager
• Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and ensuring that of them is in working condition
• Ensuring office supplies are adequately maintained
• Providing assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence

• Maintaining internal schedules
• Facilitating meeting and appointment participations
• Coordinating administrative support for meetings
• Undertaking follow-up actions for meeting coordination
• Taking minutes of meetings and documenting them
• Arranging for travel and accommodations for team members, as required

• Arranging a proper filing system for correspondences received or sent from the Manager’s office
• Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned
• Preparing worksheets and charts as directed

Responding to verbal and written inquiries in a timely manner

Familiarizing new post holders with the running of the department to ensure that they gain competency in the duties and responsibilities of their role

• Participating in team efforts as required time to time
• Collaborating with other members of the team to carry out work smoothly

• Diploma or equivalent in any field

• Bachelor’s degree or equivalent or equivalent in any field