Job Purpose

Perform various administrative, secretarial and general clerical duties related to the division include managing the mails, preparing reports, handling telephone calls, maintaining files records, arranging meetings and directing the divisional visitors and other miscellaneous office tasks such as faxing, emailing, preparing the department format and etc. 
Ensure the overflow works is managed with special focus on sensitive and confidential works as per the established procedures.

Job Specific Accountabilities (Part 1)

•    Type, proofread and distribute a variety of material such as letters, reports and tabulations. Includes entering, amending and retrieving information, and performing security copying and archiving of documents.
•    Complete and process standard forms, and prepare routine letters and reports from brief notes or verbal instructions.
•    Establish and maintain a filing system. Requisitions, maintains and distribute office stationery and supplies.
•    Receive telephone call at the office of assigned supervisor, answer queries and schedule appointments. prepare a list of telephone contacts and position for communication, invitation and letter address.
•    Answer and make telephone calls. Take down and pass messages as directed.
•    Receive, sort and distribute all incoming mail. Make copies as needed and presents to supervisor. Prepare outgoing mail for dispatch. Maintain a proper register and tracking for incoming / outgoing mail.
•    Arrange for meetings as instructed that includes arranging conference rooms, visual aids and refreshments, attending meetings to take minutes and scheduling the meeting appointment with the participants.
•    Perform other similar or related duties as assigned, such as compiling and circulating data, etc.
 

Job Specific Accountabilities (Part 2)

Job Specific Accountabilities (Part 3)

Generic Accountabilities

Policies, Systems, Processes & Procedures
•    Implement and comply with all relevant functional policies, processes, systems, standards, procedures, to accomplish operational objectives.
Innovation and Continuous Improvement
•    Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.
Health, Safety, Environment (HSE) and Sustainability
•    Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices.
Reports
•    Provide inputs to prepare Section progress reports for Company Management.
 

Generic Accountabilities (continue)

Internal Communications & Working Relationships

Frequent contacts with all employees in ADNOC and group companies as required. 

External Communications & Working Relationships

Occasional contacts with third party vendors/ auditors

Minimum Qualification

Secondary School certificate

Minimum Experience, Knowledge & Skills

•    4 years’ experience in data preparation and computer operations support in a large organization.
•    Good knowledge of office management systems & procedures.
•    Good communication skills.

Professional Certifications

As applicable

Work Condition, Physical effort & Work Environment

Physical Effort
Minimal
Work Environment
Normally Air conditioned office environmen

Additional Details

Job Family / Sub Family: Administration & General Services / Administration Support