- Postes vacants:
- 1 poste ouvert
- Type d'emploi désiré :
- CDD
- Experience :
- 3 à 5 ans
- Niveau d'étude :
- Licence, Bac + 3
- Langue :
- Français, Anglais
Description de l'emploi
Job Purpose:
Ensure the smooth running of the office and help to improve company procedures and day to-day activities.
Organize and coordinate all administration duties and office procedures. Coordination with all partners, sub-suppliers and consultants.
Your responsibilities include scheduling meetings and appointments, making office supplies arrangements, providing general administrative support to our employees.
Key Responsibilities:
The main responsibilities are administrative tasks, financial management and general services. His duties included accounting Administration Management-Front office, Financial Management and General Services.
Stream 1: Assistance to Managing Director
• Schedule meetings and appointments for the Managing Director with customers, etc.,
• Manage and coordination of his agenda
• Manage contacts using Outlook to conduct up-to-date database entry
• Organize business trips (flight ticket, transfer, hotel reservation etc…)
• Archiving and organizing data (hard and electronic copies)
• Preparation visit report and follow-up activities
• Coordination tasks with project Team
• Assistance to the Managing Director with his all related business activities
Stream 2: Administration tasks- Front office
• Administer correspondence, manages incoming calls, distribute correspondently notes
• Take notes and distribute minutes of meeting, agendas
• Organize business trips of all Team members in cooperation with Travel agency, etc.
• Creation minutes of meetings, visit report with customer Service department
• Provide timely and proactive management of the office environment organization
• Archiving and organizing all data and documents (hard and electronic copies)
• HR coordinator to update and maintain office policies as necessary (preparation of service forms, management of absenteeism, leave and recruitment), in coordination with HR consultant
• Assist in the onboarding process for new hires
• Organize office operations and procedures
• Organize the office layout, order stationery and equipment
• Maintain the office condition and arrange necessary repairs with suppliers
• Coordinate with IT-supplier on all office equipment
• Liaise with facility management vendors, including cleaning, catering and security services
• Serve as the point person for office management duties including Maintenance, Mailing, Supplies, Equipment, Bills and Shopping
• Provide general support (hotel reservation, logistic, etc.) to visitors
• Preparation meeting room with all required for the visitors
Stream 3: Coordination Financial Tasks
• Manage the office cashier and make cash statements and the purchase of office supplies, monthly, for the accounting responsible company
• Management of the administration and treasury of internal and external companies,
• Manage contract and price negotiations with office vendors, service providers and office lease, hotels, etc.
• Manage office budget, ensure accurate and timely reporting,
• Deal with internal office payments (cash, OV & checks) and forward the payment statements to the accounting responsible for approval
• Prepare and track trip expenses for GM and HH MENA team and forward the statements to the accounting responsible for approval,
• Ensure that all items are invoiced and paid on time
• Archiving of invoices and accounting documents.
Exigences de l'emploi
- Proven experience as assistant of MD, Front office manager or Administrative assistant
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in MS Office (MS Excel and MS Outlook, PPT, in particular)
- Hands on experience with office machines (e.g. fax machines and printers)
- Excellent time management skills and ability to multi-task and prioritize work
- Respect dead-lines
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- Perfect French and English languages (written and speaking)
- University degree in Administration
- 3 years’ experience
- Good listener
- Team spirit
- International culture mindset
- Self-motivation
- Well organised
Date d'expiration
21/08/2020