Office Manager/PMO Senior Specialist

Financial Job Dimensions

N/A

Degree of supervision

Low supervision over operational activities

Level of Authority

Limited Authority over daily functional operation

Purpose of the Job

Provide high level of administrative support and communication activities for the Head of Division. Requires discretion, confidentiality, and detailed knowledge of the Divisions operations, procedures, and associates

Key Accountabilities: Description

Liaise with Finance Team and operational Management to collate Divisional and annual Sustainability budget

Receive Departmental Monthly results and assist in preparation Divisional reports

Manage Divisional calendar in respect of fixed meeting schedules and schedule meetings on behalf of head of Division based on priority basis

Partner with Internal Communications, to facilitate internal and external communication of the division

Key Accountabilities: Performance Indicators

Annual Sustainability Budget

Budget Adherence RatioMonthly performance reports

Management of schedules and meetings in line with head of Departments availability

# Of sustainability Reports

# Operational reports from all Departments

Major Activities

Have access to the Divisional Head email and accounts to read emails and schedule appropriate appointments and meetings

Receives and evaluates meeting requests, discusses with the Head of Division, and schedules them accordingly based on urgency, importance.

Arranges business trips and ensures required logistics are in place

Assists the Division with Appian and Purchase requests as directed by Divisional head

Plans, organizes, and schedules own workload so that these activities are completed accurately and on time

Arranges and facilitates meetings and disseminates minutes as and when directed

Handles communication with the CEO’s office and other ALJ Motors divisions

Organizes office maintenance and repair work for the Sustainability office

Liaises with various departments on projects, events, conferences, workshops, and other company functions involving the Sustainability, Office

Maintains, inventory of office supplies, schedules preventive maintenance, and arranges emergency repairs of office equipment, such as printers

Ensures Office adheres to 5S principles

Job Context

• The job requires excellent skills in communication and multitasking
• The job holder is responsible for scheduling Sustainability executive meetings

Framework, Boundaries & Decision Making Authority

• The job holder has the freedom to prioritize over incoming emails and meetings
• The job holder has the freedom to Review and handle Decision Making Requests requiring the Head of Division approval

Organizational / Functional Strategic Focus

• The job holder has a crucial role in managing high level of administrative support and communication activities

Minimum Qualifications

Graduate Bachelor’s Degree or equivalent

Minimum Experience

Minimum 4 years in Executive Assistant position

Job-Specific Skills

Strong Communication skills

Project Management

Effective Organizational and Inter-personal skills

Languages

Competence in spoken and written English  with Arabic Language an advantage

Special Certifications / Membership

N/A

Competencies