Job Description

Roles & Responsibilities

1. Office Administration

• Manage day-to-day administrative operations for Terminal 11.
• Coordinate office supplies, equipment, and consumables.
• Maintain organized filing systems (physical and digital).
• Ensure administrative processes run efficiently.

2. Document Management

• Manage document control, filing, and archiving.
• Prepare, format, and proofread correspondence, reports, and documents.
• Maintain confidentiality and security of sensitive documents.
• Support document retrieval and records management.

3. Procurement & Inventory

• Coordinate procurement of office supplies, equipment, and services.
• Manage vendor quotations, purchase orders, and delivery tracking.
• Maintain inventory records and reorder supplies as needed.
• Ensure cost-effective procurement practices.

4. Meeting & Event Support

• Coordinate meeting logistics including room bookings, materials, and refreshments.
• Prepare meeting agendas, minutes, and follow-up documentation.
• Support internal and external events with administrative coordination.
• Manage calendars and scheduling as required.

5. Travel & Logistics

• Coordinate travel arrangements for staff (flights, hotels, visas, transportation).
• Process travel requests and expense claims.
• Manage logistics for visiting guests and delegations.
• Maintain travel records and documentation.

6. Correspondence & Communication

• Handle incoming and outgoing correspondence (mail, couriers, emails).
• Draft and manage routine communications.
• Maintain contact databases and distribution lists.
• Support internal communication initiatives.

7. HR Administration Support

• Support HR administrative tasks including onboarding documentation.
• Maintain employee records and files.
• Coordinate attendance tracking and leave records.
• Assist with HR-related correspondence and logistics.

8. General Support

• Provide administrative support to leadership and departments as needed.
• Assist with special projects and ad-hoc requests.
• Support compliance and audit documentation requirements.
• Coordinate with external parties for administrative matters.

Desired Candidate Profile

Educational Qualifications:

• Bachelor's degree in Business Administration or related field.
• Diploma in Office Administration or Secretarial Studies is acceptable.

Professional Qualifications:

• Administrative or secretarial certifications are advantageous.

Work Experience:

• 1 3 years of experience in administrative or office management roles.
• Experience in corporate environments, government entities, or similar is preferred.
• Proven organizational and documentation skills.

Languages:

• Fluency in English is essential.
• Fluency in Arabic is highly desirable.

Computer Skills:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with document management systems.
• Familiarity with ERP or administrative software is advantageous.