Senior Administrative Analyst

To provide analytical, coordination, and administrative support to Administrative Services, ensuring effective management of facilities, contracts, budgets, travel, logistics, and compliance activities. The role focuses on analysis, reporting, coordination, and process improvement to support informed decision-making and operational efficiency

A. Administrative & Facilities Analysis:

Coordinate and monitor building maintenance activities and administrative service contracts related to company offices and facilities.

Analyze service performance of outsourced facility and cleaning contractors and report compliance gaps and improvement recommendations.

Follow up on installation, repair, and maintenance of office furniture and company assets, ensuring accurate records and proper documentation.

Support compliance monitoring of company buildings with QHSE policies and procedures.

Coordinate with the Projects Department to review administrative and operational requirements for new buildings and facilities.

B. Procurement, Contracts & Budget Support:

Analyze procurement requirements for office supplies, stationery, printing, and administrative services, ensuring proper system documentation.

Support preparation of business cases, tender documents, technical specifications, evaluations, and recommendations for administrative-related contracts.

Assist in the preparation and consolidation of annual CAPEX and OPEX budgets in coordination with Finance and concerned departments.

Monitor budget utilization, analyze variances, and prepare periodic expenditure and performance reports.

Track validity, renewal schedules, and compliance status of administrative service contracts.

C. Travel, Hospitality & Service Administration:

Review business travel requests to ensure policy compliance, completeness, and proper approvals.

Coordinate with travel agents for flight bookings, visas, and accommodation arrangements in line with approved procedures.

Support preparation and administration of annual agreements with hotels and travel service providers.

Review invoices related to travel, accommodation, utilities, and administrative services and coordinate payment follow-up with Finance.

Coordinate the provision of official gifts for events, visitors, and contractors in accordance with company policy.

D. Records, Correspondence & Reporting

Maintain schedules, prepare meeting materials, and support coordination for the Administrative Services Manager.

Draft, review, and file administrative correspondence, reports, and routine documents.

Ensure effective document control, filing systems, and traceability of contracts, licenses, and official records.

Maintain internal notices and administrative communications in coordination with relevant departments.

Prepare periodic administrative reports, dashboards, and summaries to support management decision-making.

E. Compliance & Government Coordination:

Coordinate renewal and tracking of corporate certificates, licenses, permits, and lease agreements with relevant authorities.

Liaise with government entities on administrative and employment-related documentation in coordination with HR and PRO functions.

Monitor compliance with labor laws, regulatory requirements, and applicable ISO standards (ISO 55001, ISO 14001, ISO 45001, ISO 27001).

Maintain compliance registers and support internal and external audits when required.

F. Logistics & Warehouse Coordination:

Coordinate shipping and logistics requests for local and international shipments through approved systems and service providers.

Monitor shipment progress, delivery timelines, and documentation completeness, escalating issues when required.

Support warehouse operations and logistics planning by consolidating departmental…