Administrative Assistant

Responsibilities:

1. Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate personnel and obtain additional information where necessary.
2. Provide a time management/ diary service on behalf of the Director/ Manager in order to ensure effective time usage and to avoid conflicting schedules.
3. Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
4. Assist the Director/ Manager in preparing presentations, graphs, and statistics in order to ensure they are fully prepared for their meetings.
5. Organize and oversee all aspects of meetings held by the Director/ Manager including venue arrangements, invitations, memos, reports and minutes of meetings.
6. Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of the role in order to ensure that the Director/ Manager (and as an extension Nawah's) intellectual property is guarded at all times.
7. Coordinate travel arrangements with travel coordinators for the Director/ Manager.
8. Act as a Subject Matter Expert (SME) on travel and expense policies and procedures including use of Human Resources Management System (HRMS) system.
9. Process invoices on behalf of the Director/ Manager in liaison with the procurement and finance team ensuring compliance with Nawah's procurement and finance procedures.
10. Produce various forms of documentation such as reports, presentations, memos and e-mails as required by the Director/ Manager to ensure that well written, consistent, accurate and timely documentation originates from the Director/ Manager.
11. Arrange office supplies and stationery needed by the Division/ Department and ensure their availability at all times.

Stakeholder Engagement:

1. Practice and encourage open and effective communication internally and externally in order to build and nurture effective working relationships.