Female Project Secretary
1 week ago
FOR SAUDI ARABIA LOCAL SPONSORSHIP TRANSFER ONLY.
**DUTIES AND RESPONSIBILITIES (but not limited)**
- **Responsibilities**_
We have a clear desk policy, which means that all documents (whether electronic or hard copy) must be processed and filed on a daily basis in accordance with our company procedures. This is essential to the efficient running of all projects and must be adhered to. All tasks/duties must be carried out in accordance with our company procedures and standards as stated in the Secretarial Administrative Guide.
- **On a daily basis**_
- Typing documents using our templates, ensuring grammatical accuracy
- Distribution of incoming/outgoing hard copy correspondence (including attachments), filing and scanning of same in accordance with our filing structure and procedures
- Ensuring that all electronic correspondence is processed in accordance with procedures
- Maintenance of all secretarial administrative electronic files in accordance with procedures
- Maintaining Outlook project and group calendars by entering meeting details (including location and transport arrangements etc), team holidays and absences
- Informing relevant team members/departments of team absences as necessary
- Ensuring that the clear desk policy is maintained
- **As necessary**_
- Process translations using the database and external agency
- Communicating in Mandarin/English (verbal and written) both internally and externally as required
- Translate incoming/outgoing correspondence (not technical, fee proposals, presentation material etc) to/from Arabic/English as required (if Arab National)
- Travel arrangements, both Saudi Arabia and abroad - to ensure compliance with company policy, using our travel request form given by HR Department.
- Co-ordination of project meetings including room bookings, car bookings etc as required.
- Forward all potential documentation (hard copy and electronic) to concerns
- Ensure files are stored in their correct location, in numerical/date order and that team members do not remove files from the office
- Updating the company filing structure as necessary
- Ensure all project files are archived at a time agreed with Job Captain and authorised by Head.
- Responsible for updating contact database in Outlook and forwarding information (as a v card) to Information Co-ordinator for Intranet update
- Ensuring a Project Handover form is completed and signed off prior to the transfer of a project
- Ensuring a Project Holiday Handover form is completed and signed off prior to vacation
- As instructed by the Line Manager
- Gender: Must be FEMALE Applicants only
- Preferably Arab National (for Non-Arab applicants must be above average on Arabic Language)
- Iqama must be transferable (Applicants not in Saudi Arabia are automatically REJECTED)
- Job Location: Dammam, Saudi Arabia (if not in Dammam, applicants must be willing to relocate to Dammam).
**Salary**: ﷼4,000.00 - ﷼5,000.00 per month
Ability to commute/relocate:
- Dammam: Reliably commute or planning to relocate before starting work (required)
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