Executive Assistant, Procurement Office

Job summary:

To provide high-level administrative and executive support to Chief Officers, ensuring efficient management of schedules, communications, and administrative tasks while maintaining confidentiality and professionalism.

General Responsibilities:

Policy, Procedures, Process and Systems

• Ensure the compliance of organization’s policy, systems, processes, procedures, and controls in line with group delegation of authority policy so that all relevant procedural/legislative requirements are fulfilled while delivering a quality, cost-effective service in a consistent manner.

Reporting

• Ensure that all reports are completed timely and comply with the business policies and standards.
• Manage the preparation of periodical management reports and progress reports to keep the business senior management informed about the progress of various initiatives and to facilitate decision-making.
• Comply with organization’s requirements in a timely manner.

Job Specific Responsibilities:

• Manage the Chief Officer’s calendar, schedule meetings, and coordinate travel arrangements.
• Prepare and organize materials for meetings, presentations, and reports.
• Act as the first point of contact for internal and external stakeholders.
• Screen, prioritize, and handle incoming correspondence, emails, and calls.
• Draft, edit, and review official communications on behalf of the Chief Officer.
• Maintain and organize confidential files and records.
• Support the planning and execution of departmental events or engagements.
• Monitor deadlines and follow up on action items.
• Assist with special projects, research, and data collection as assigned.
• Coordinate cross-departmental communication and collaboration.

HSE, Security, and Risk Protocols:

• The Employee shall adhere to all the HSE, Security and Risk Management Rules & Procedures communicated by the company, including:
• Taking reasonable care of their own health, safety, and security.
• Taking reasonable care of the health, safety and security of persons that may be affected by their acts or omissions at work.
• Co-operate with their employer with respect to any instruction and/or actions taken by the employer to protect the employee and/ or comply with HSE and security requirements.
• Report to their immediate line manager any situation which they have reason to believe could present a risk, hazard, or issue to an individual or the company and which they cannot correct themselves.
• Report all HSE and security incidents and work-related injuries.
• Not intentionally or recklessly interfere with or misuse anything provided at the workplace that supports the interest of HSE, security and welfare.

Essential Requirements

• Professional certification in Business Administration or related fields.
• 6 years of relevant working experience
• Arabic speaker with high English proficiency
• Strong analytical, presentation and communications skills

Desired Requirements

• Bachelor’s degree or equivalent professional certification in Business Administration or related fields.
• 9 years of relevant working experience