Specialist, Administrative Support

Job Purpose:

Responsible for providing administrative support and coordinating various activities within a department. She/He will ensure the smooth operation of the department by managing administrative tasks, facilitating communication, and assisting with departmental projects and initiatives.

Key Accountabilities & Working Relationships:

Manage day-to-day office operations, optimizing efficiency and productivity.

Implement and improve administrative processes to enhance overall business operations.

Manage daily office operations, ensuring efficient communication and collaboration within the department and across departments.

Manage timekeeping activities within the engineering support unit. Ensures accurate recording of working hours, tracks attendance, and supports payroll processes.

Oversee HR functions for the engineering department, including recruitment, onboarding, and performance management.

Ensure compliance with HR policies and address employee relations matters.

Interacts with team members at all levels including training coordinators and HR teams on personnel matters.

Assist in coordinating travel arrangements, expense reporting, and procurement activities for the department.

Assist in gathering and organizing department related data, preparing reports, and contributing to the department documentation.

Maintain accurate and up-to-date departmental records, files, and databases.

Serve as a point of contact for internal and external stakeholders, fostering positive relationships and addressing inquiries or concerns.

Collaborate with other departments and teams to facilitate cross-functional initiatives and ensure effective interdepartmental communication.

Ensure departmental compliance with relevant policies, procedures, and regulations.

Assist in maintaining confidentiality and handling sensitive information in accordance with privacy and security protocols.

Who we are looking for:

Bachelor's degree in business administration, management, or equivalent.

MS Office Certificate preferable (but not essential).

Certified Administrative Professional preferable (but not essential).

Certified Professional Secretary (CPS) preferable (but not essential).

Proven experience in administrative support roles, preferably within a departmental setting.

Strong organizational and multitasking abilities, with the ability to prioritize tasks and meet deadlines.

Excellent communication skills, both written and verbal.

Proficiency in using Microsoft Office and other relevant tools.

Attention to detail and accuracy in work.

Ability to work effectively in a team environment and collaborate with diverse stakeholders.

Discretion and professionalism in handling confidential information.

Strong problem-solving and decision-making skills.

Team working, and ability to work under pressure.

High level of integrity and ethical behavior.

Minimum 3-9+ years' experience in relevant industry performing Administration role.

Fluent in English (Reading, Writing, Speaking).

Arabic is not essential but could be advantageous.

About Application Process If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

Resume/CV

Full time