Administrative Associate

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Description

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• Store, manage, and track documents in a SharePoint database;
• Manage records management procedures and policies including documentation, record retention, and retrieval;
• Manage and maintain hard and electronic filing systems ensuring the safekeeping of confidential materials;
• Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures.

• Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
• Arrange travel and hotel arrangements for WPS staff and visitors;

• Coordinate assets management in WPS Programme, prepare and submit periodic inventory reports;
• Maintain inventory records of WPS Programme;
• Process invoices related to WPS Programme services (utilities and contractors);
• Process micro-purchase procurement requests;
• Provide inputs to the preparation of procurement plans for WPS Programme and monitor their implementation.

• Prepare presentation materials;
• Arrange the logistics of WPS Programme meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
• Finalize memoranda, and list of participants; and send letters of invitation and other documents;
• Attend meetings, prepare minutes, and monitor follow-up activities.

• Completion of secondary education is required;
• Bachelor’s degree in Business or Public Administration or related fields is an asset.

• At least 6 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable;
• Experience in supporting a team is required.

• Fluency in English and Arabic is required.

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