Administrator

JOB PURPOSE/ROLE:

Executes the secretarial and administrative tasks of the Division/Department, in order to support the division head and the team members in performing their role.

AREAS OF RESPONSIBILITY:

Policies, Processes & Procedures:

• Follows all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.

Day- to-day operations:

• Follows the day-to-day operations related to own job to ensure continuity of work.

Administration Support:

• Handles the Division/Department Head calendar coordinating appointments and trips, identifying priorities and informing her/him accordingly, so as to address all items on-time and with efficiency.
• Screens and responds to incoming calls for the Division / Department Head and takes appropriate action to handle each situation. Makes routine telephone calls to follow up actions on her/his behalf.
• Reads and analyzes incoming memos, submissions, and reports in order to determine their significance and proceeds to their distribution.
• Receives internal/external mail and directs it to the appropriate location within Riyad Bank to ensure that all staff receives communications in an efficient manner.
• Develops and updates the archive of the department, so as to keep good record of all incoming and out coming documents.
• Maintains appropriate logs of tasks documentation archive to ensure that all relevant activities are accurately recorded and that data is available for analysis and reporting.
• Prepares and participates in the division / department meetings, keeps the required minutes and proceed to their distribution to all required parties.
• Collates, extracts, and/or summarizes data and develops standard reports, schedules, summaries, and letters, seeking additional information from the respective parties where necessary.
• Liaises with internal customers on the telephone and/or in writing in order to exchange information and clarify facts.
• Maintains all equipment and work areas in a tidy, clean and safe manner so that accidents are avoided and Riyad Bank standards are met.

Service Provider / Contractor Liaison:

• Monitors the quality and performance of the facility services providers and contractors to identify any deviation / adverse trends from the agreed contract terms and conditions, escalating it to the superior for any required action.

Continuous Improvement:

• Contributes to the identification of opportunities for continuous improvement of processes and practices taking into account ‘international best practice’, improvement of business processes, cost reduction and productivity improvement.

Reporting:

• Assists in the preparation of timely and accurate reports of Riyad Bank to meet company and department requirements, policies and standards.

Safety, Quality & Environment:

• Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.

Related Assignments:

• Performs other related duties or assignments as directed.

Qualifications & Experience:

Minimum Qualifications:

• Bachelor’s in Business Administration or any related discipline.

Minimum Experience:

• 0-2 years relevant experience in Administration / General Services.

Language:

• English: Native or Fluent.

·       Knowledge of secretarial and administrative tasks (e.g. hold minutes of meetings, documents archiving, phone calls administration etc.)

·       Knowledge of facilities management and maintenance