The position is responsible to perform various secretarial tasks including diary management, travel bookings and provide daily support as required for the line manager effectively and in a timely manner to ensure smooth day to day functioning in the assigned area. In addition, she will be responsible to manage general office administration work for Egypt Head office. The role will also support the marketing function is some tasks.
Type various executive correspondences, take notes and transcribes dictations.
Manages the general administration and office procedures to ensure the timely completion of tasks.
Co-ordinate and liaise with all Department Heads / Managers in the office as per Line Managers instructions for periodic Status Reports, arranging staff meetings, etc.
Attend to telephone calls for the Line Manager including routine enquiries and complaints etc. Screen the calls and direct accordingly.
Maintain Line Managers schedule and take responsibility for time allocation. Well plan the office priorities and keep projects and deadlines in mind. Accordingly arrange meetings for the Line Manager including travel arrangements.
Receive incoming mail, faxes and help Line Manager to sort, action & filing.
Draft routine response letters for minor issues for Line Managers approval.
Assist the Line Manager in related data collection and perform basic research in preparing various reports and proposals.
Files and retrieves records and correspondences.
10. Responsible for office stationery & Paper warehouse including requests & suppliers with their POs until payment.
Responsible for office Kitchen Supplies including water, coffee etc. with the related payments
12. Responsible for handling the fleet coordination for 6 cars to satisfy the requests received from employees & handling the supplier POs until payment.
Handling the company fleet petty cash & the related settlement
14. Handling monthly Fixed lines invoices & related POs
15. Handling DHL courier service with the related PO & payment
16. Handling Archiving company services with the related PO & payment
17. Support the WR Marketing Director in some Admin tasks such as travel booking, calendar invitations, raising documents on DocuSign etc.
18. Support the Marketing function in: updating Mobile portal, consolidating the monthly footfall & sales reports to send to the regional HO, Sustainability reports, updating the trackers per Mall, Raising PRs & POs.
19. Monitor on a regular basis supplier payments & follow up on pending Oracle PO requests to make sure its done in a timely manner.
20. Keep sensitive material in the custody as and when requested and maintain confidentiality at all times.
Observes and implements established office policies and procedures.
Undertake any ad-hoc assignments given by the Line Manager.
23. Ensure compliance with the MAFP SMBUs Code of Conduct, Departmental policies and HC Policies and Procedures at all times.
24. Be the advocate and ambassador of aligning and cascading the MAFP values in SMBU and ensure its adherence and exhibit the same all the time.
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