Reporting structure

Reports to: Division Chief/Department Manager.

Direct Reportees: None

Job Summary and Purpose

Perform a wide range of administrative and office support activities for the division/department to facilitate the efficient operation of the division/department.

Accountabilities

Key Accountabilities:

Administrative Support: 
1.    Provide administrative and secretarial support services to the division/department as required. This includes, coordinating and making meeting arrangements, travel arrangements, and correspondences.
2.    Manage, screen and evaluate the reception, distribution, storage and security of all documentation relating to the division/department, and maintain an administration system that allows effective follow up and monitoring of documents.
3.    Support the development, control and management of documents as per established procedures (i.e., request document numbers; ensure completed documents are appropriately filed, use the formal naming conventions and file structures, retrieve documents).
4.    Assist in preparing reports, analysis, letters and communications as requested by the division chief/department manager. 
5.    Arrange and control office supplies for the division/department such as stationery, equipment, and accessories, 
6.    Organize and maintain the division chief/department manager calendar, and ensure that all meetings, interviews, duty trips are accurately planned/scheduled and advise the division chief/department manager on of their daily program. 
7.    Prepare for the division/department related meetings, through preparing meetings’ agenda, inviting participants, preparing required materials, arranging meeting rooms, attending meetings, drafting meetings’ minutest, and following up on items/tasks ...etc.
8.    Act as a focal point for the division/department with the matters related to HR, IT, GS, supply…etc. 
9.    Participate in the Implementation of the division/department related projects, and assist in meeting projects’ deadlines.
 

Accountabilities - 2

Graphis Design:

10.Brand Guidelines: 

• Assist in developing the company;s corporate brand guidlines. 
• Assist in standardizing the branding for all in-house and external publications and stationary.
• Participate in creating guidlines for the look and feel of the company's intranet/ShrePoint.

11. Website Design:

• Assist in redesigning the current website and develop materials for web pages when needed.
• Consult with relevant internal and external parties to determine objectives and requirements of the different events. 
• Stay abreast of latest developments in graphic design tools and software, to improve quality of design and images utilized for Nakilat's branding and promotional efforts.

12.Publication Management:

• Oversee the production of regular publications, e.g. corporate brochure, annual report, carrer brochure, sustainability report, newsletter.
• Produce final layout of publications and company collaterals.

13. Promotional Designs:

• Assist in developing and desihning the layouts for ad-hoc requiremnts to support company events and communications e.g. advertisements, invitation cards, greeting cards, flyers, etc.
• Assist in developing 3D simulations/VR videos in order to assist the Commercial efforts of the Company.

Accountabilities - 3

Generic Accountabilities:

Safety, Health, Environment, & Quality (SHEQ): 
10.    Adhere to all relevant SHEQ policies, procedures, instructions and controls so that NAKILAT provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Policies, Systems, Processes & Procedures: 
11.    Follow all relevant departmental policies, processes and procedures so that work is carried out in a controlled and consistent manner.
12.    Establish and maintain office administrative policies and procedures.

Others: 
13.    Carry out any other duties as directed by the immediate supervisor. 
 

Key Result Areas

•    Provide secretarial and administrative support, involving activities like making travel and meeting arrangements.
•    Proper maintenance and control of the division/department documentation.    
•    Organize and maintain the division/department calendar and activities.  
 

Interactions and Working Relations

Internal:
Frequent interactions with:
•    Finance – for travel expenses/ payment approvals.
•    Supply – for purchasing and tendering activities,
•    IT – for Services Desk - all IT related matters
•    HR – for related issues - leaves & time in lieu; training
•    GS – for all administration related tasks like request for stationary, maintenance, parking etc.    

External:
•    Interact with external parties as per the division/department requirements. 

Qualifications, Experience and Job Skills

Qualifications: 

• Diploma in Secretarial Studies/ Business Administration or any other related filed.
• Degree/certificate in Graphic Design, Visual Communication, Arts & Design is preferred.

Experience:  

•  A minimum of 3 years of experience in Administrative or secretarial role in a large sized organization. 
• Graphic design experience will be an advantage.

Job Specific Skills: 

• Knowledge of administrative procedures.
• Advance MS office (Word, Excel, PowerPoint, Visio, Outlook especially calendar management)
• Advanced report writing skills as well as ability to compile data from different sources.
• Knowledge in Brand Identities (mainly 2D design)
• Kowledge in Adobe Programs - Illustrators, Photoshop, InDesign.
• Knowledge of methods and technicques of graphic design and layout.