Administrator (UAEN Talent)

Overview

• Coordinate office activities and provide secretarial support to professional and management staff to ensure the smooth day-to-day operation of the office.
• Perform secretarial duties including office coordination, scheduling meetings, preparing and maintaining records, reports, and correspondence related to the assigned functional area.

• Secretary Level 1

Key Accountabilities

• Correspondence and Documentation
• Compose and type routine letters, memoranda, reports, meeting minutes, technical documents, numerical data, charts, and forms.
• Proofread and edit documents to ensure accuracy in grammar, formatting, completeness, and content.
• Sort, open, and distribute incoming mail and associate correspondence with relevant files or supporting documents.
• Assist in preparing budgets and financial reports.
• Prepare and maintain timekeeping records and other personnel-related documentation.

Visitors And Incoming Calls

• Receive and screen visitors and telephone calls.
• Take messages, schedule appointments, and manage calendars for professional and management staff.
• Provide information to callers regarding agency operations, policies, and procedures.

Meetings

• Schedule and coordinate meetings, conferences, and appointments.
• Notify attendees and arrange travel reservations when required.
• Record meeting minutes and distribute them to participants.

Information Recording And Archiving

• Establish and maintain office filing systems, logs, indexes, and control records.
• Enter, retrieve, update, verify, and maintain information in electronic filing systems.

Office Supplies

• Monitor office supply requirements and maintain inventory.
• Order office supplies, equipment, and maintenance services through approved procurement channels.

Safety, Quality & Environment

• Comply with all relevant safety, quality, and environmental policies, procedures, and controls to maintain a safe and healthy workplace.

Related Assignments

• Perform other duties and responsibilities as assigned by the supervisor.