Government Admin Assistant
7 days ago
**Purpose**:
The role has two dimensions:
**1) Government relation**:
To assist the company on all government interactions, coordinating with various government entities, and ensuring compliance with governmental procedures and regulations.
**2) Real Estate**:
To support administration activities to Facility Management, assist with daily operations, ensure timely reports, and maintain all routine checks.
**Dimension**:
- All Shell’s government activities in Saudi Arabia
- 60% for Real Estate activities and 40% Government affairs Activities
**Tasks & Job Duties**:
**Government Affairs Responsibilities**:
- Responsible for all government affairs and communicates on behalf of company: visa, passport, permits, mail, cargo, customs, etc.
- Responsible for all licenses, accounts activities; new, renewal and deletion (Commercial Registration and MISA license) - Prepare required Arabic/English Letters for all government related requests.
- Arrange landing permission with Saudi Civil Aviation department for all Shell Aircraft when Senior Shell officials visit in the Kingdom.
- Managing GOSI website (adding all employee's salary information to GOSI, deleting employees from GOSI, reporting monthly GOSI Payment, and Issuing Saudization Certificate.
- Changing profession of employees as per Saudi labor and passport office requirements - Working with the Saudi Customs and Border and arrange necessary for importing and exporting of any company goods and when employee departs on final exit.
- Filing of important documents (correspondence with different department, Iqama copies, passport copies etc.)
- Renewal and issue of Registration for all company’s vehicles with traffic department
- Focal Point for all government platforms (including GAZT)
- Liaise with ministries and government officials for company-related matters.
- Responsible for Shell owned vehicle permit and insurance renewal.
- Dealing with external Stakeholders.
**Real Estate Responsibilities**:
- Provide administrative support to the Facility Management
- Assist with FM tasks such as coordinating maintenance and repairs, managing inventory, and overseeing office supplies.
- Draft, format, and properly document official letters, and forms.
- Provide administrative support across various departments.
- Manage petty cash and document invoices, and expense reports
- Arrange vehicle servicing and maintenance schedules on the request of FM Manager
- Collaborate with other team members to ensure smooth operations of the facility.
- Act as the main point of contact for Landlord ensuring request are met. - Keep accurate records of all facility-related documents, such as building plans, maintenance schedules, safety protocols, and equipment manuals.
- Assist in monitoring and managing energy consumption within the facility, implementing energy-saving measures, and promoting sustainable practices.
- Participate in the implementation of ERP, including organizing drills and training sessions for staff.
**Record Management**:
- Ensure SharePoint sites are up to date.
- Proper recording of key documents.
- Proper reporting of activities, and share regulatory updates with FM.
**EXPERIENCE & QUALIFICATION REQUIRED**:
- Diploma or bachelor’s degree in management or relevant major.
- Minimum 0-2 years of experience in Government Affairs
- Proficiency in Microsoft Office.
- Strong communication skills in English and Arabic are a MUST.
- Ability to write official letters in Arabic and English
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