Administration Executive

2 months ago

Riyadh, Saudi Arabia MENA Recruit Pty Ltd Full time

Title**:Administration Executive**

Primary Objectives: To provide the client's office with full GRO and administrative support, to provide simple business translations at a consistent high standard and to assist their Middle East Operations Manager and their Riyadh Office Coordinator with local office management projects

Location: Riyadh, Kingdom of Saudi Arabia

**MUST BE SAUDI NATIONAL**

Primary Responsibilities:

- Assist with government departments and agencies such as Ministry of Justice, Ministry of Labour, Chamber of Commerce, Muqeem, Ministry of Commerce, SDAIA, etc.
- Manage Iqama renewals for staff and dependents (where appropriate) in accordance with local regulations
- Issue exit and re-entry visas for non-Saudi staff
- Assist in issuing Saudi visit visas to visitors residing outside KSA
- Support with renewals of licences, and regulatory and business subscriptions
- Report all government related activities affecting the business to the Managing Partner, Operations Manager and/or Office Coordinator as appropriate
- Oversee vendor registrations in Arabic and maintain vendor relationships alongside the Operations Manager and Office Coordinator
- Assist with fact finding and submitting RFPs via the Etimad portal
- Prepare and submit expense claims on behalf of the team using Chrome River
- Provide accurate business translations from Arabic to English and vice versa
- Orders business cards for the team ensuring the English and Arabic text is aligned and accurate
- Manage office vehicle registration, maintenance, and insurance renewals
- Driving duties to include collections and deliveries
- Assist with updating client information and relevant databases on InterAction
- Maintain a clean and tidy meeting room with well-stocked stationery
- Provide ad hoc front of house support such as greeting clients and visitors in a professional manner, preparing drinks and/or snacks and/or lunches (as appropriate) for client meetings
- Manage and procurement of office supplies
- Support with printing, scanning and binding tasks as and when required
- Assist Office Coordinator and Operations Manager with ad hoc office management projects
- Assist other regional Business Services Managers with local on the ground project support
- Adhere to firm and local office policies and procedures, including those that are formal, informal, documented or verbal

Key Performance Indicators:

- Translations produced to a high level of accuracy and completed within agreed timeframes
- Task based work is consistently completed as requested, within agreed timeframes and is of a consistently high standard
- A reputation within the practice for being an adaptable, flexible, and supportive team player
- A reputation amongst Business Services groups for being an effective communicator and for working with them to achieve positive outcomes
- Compliance with the client firm’s policies, guidelines, and recommended ways of working
- Actively participate in the client firm’s annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals
- Self-motivated and results oriented
- Qualifications, Skills & Experience:

- Solid experience in government services systems and portals
- Proficient in Arabic and English both written and verbal
- Proven relationship management skills including communicating across all levels throughout the firm
- Good knowledge of Microsoft Outlook, Word, and basic Excel
- Excellent written and verbal communication skills in both Arabic and English with a demonstrated ability to build effective and trusting relationships with people internally and external to the firm
- Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances and work under pressure to meet deadlines
- Strong attention to detail
- Good judgement and problem-solving ability
- Competencies:
**Personal Leadership**
- Takes pride in their work and positively impacts those around them
- Inspires confidence by consistently delivering quality work
- Maintains composure under pressure by finding ways to manage their reactions to challenging situations
- Behaves consistently with the firm’s values and brand and inspires this in others

**Connects and Collaborates with People**
- Takes an active interest in others and gets to know the people they interact with
- Treats people with respect and in a fair and consistent way
- Adopts a positive communication style, even when challenged by others

**Contributes to the Success of Others**
- Maintains an awareness of the firm’s purpose, objectives and structure
- Recognises how their work contributes to and affects the work of others, and prioritises and communicates accordingly
- Identifies opportunities to assist others and readily volunteers their help

**Enhances the Client Experience**
- Finds ways to enhance the experience of the firm’s clients

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