ADMIN ASSISTANT

Responsibilities:
• Manage and follow up Petty-Cash: process staff requisitions; ensure goods delivered to the concerned IT section/staff and cash paid to the supplier; follow up with finance department for timely reimbursements.
• Assist in renewals of IT service agreements with concerned parties.
• Arranging executives business travels (i.e. accommodation and travel plans).
• Oversee department’s housekeeping services including managing and following up office maintenance requisitions.
• Telecom user service provisioning
• Manage and follow up internal requisitions for office supplies and ensure effective utilization/re-ordering of all related items.
• Coordinate staff training and conference attendance plans and maintain attendance records.
• Follow up with HR department for new recruitment requisitions; staffs contract renewals, promotion requisitions and other staff related
• Maintain and update IT portal.
• Maintain and archive IT policy framework documents.
• Assist in the annual budget preparation and consolidation process.
• Maintain IT library for software media, magazines … etc.
• Organize and maintain (paper and electronic) all office documents, contracts, vendors, staff records and other document types.
• Prepare and communicate induction plans for new IT joiners.
• Establish and maintain effective office procedures for mail, message taking, document distribution, filing, etc.
• Provide administrative support for executives in their special assignments.
• Receive and direct visitors to specific IT office/individual.
• Process all business correspondences including faxes, emails and in particular, documents of a confidential nature.
• Coordinate and arrange office setup (i.e. office space allocation, office supplies, parking arrangements, computer provisioning, network access authorization …etc) for new IT joiners.
• Leave assistance support for IT Service Coordinator / Stream procurement.
• Manage IT Group/Line managers’ office communications.