Administrator (UAEN Talent)

Job Description

Roles & Responsibilities Coordinate office activities and provide secretarial support to professional and management staff to ensure the smooth day-to-day operation of the office. Perform secretarial duties including office coordination, scheduling meetings, preparing and maintaining records, reports, and correspondence related to the assigned functional area. Secretary Level 1: Intermediate level role where the incumbent performs a range of secretarial assignments with increasing independence and responsibility.Key AccountabilitiesCorrespondence and Documentation Compose and type routine letters, memoranda, reports, meeting minutes, technical documents, numerical data, charts, and forms. Proofread and edit documents to ensure accuracy in grammar, formatting, completeness, and content. Sort, open, and distribute incoming mail and associate correspondence with relevant files or supporting documents. Assist in preparing budgets and financial reports. Prepare and maintain timekeeping records and other personnel-related documentation.Visitors and Incoming Calls Receive and screen visitors and telephone calls. Take messages, schedule appointments, and manage calendars for professional and management staff. Provide information to callers regarding agency operations, policies, and procedures.Meetings Schedule and coordinate meetings, conferences, and appointments. Notify attendees and arrange travel reservations when required. Record meeting minutes and distribute them to participants.Information Recording and Archiving Establish and maintain office filing systems, logs, indexes, and control records. Enter, retrieve, update, verify, and maintain information in electronic filing systems.Office Supplies Monitor office supply requirements and maintain inventory. Order office supplies, equipment, and maintenance services through approved procurement channels.Safety, Quality & Environment Comply with all relevant safety, quality, and environmental policies, procedures, and controls to maintain a safe and healthy workplace.Related Assignments Perform other duties and responsibilities as assigned by the supervisor.Desired Candidate Profile Minimum Qualifications High School Diploma or equivalent. Minimum Experience Up to 2 years of experience in an administrative support or secretarial role. Skills & Competencies Knowledge of office administration practices and procedures. Proficiency in computer software applications (e.g., Microsoft Office Suite). Knowledge of correct English grammar, spelling, and business correspondence. Ability to prepare and format letters, meeting minutes, reports, charts, and spreadsheets. Strong organizational and document management skills. Effective verbal and written communication skills. Ability to manage multiple tasks and prioritize work effectively. Attention to detail and accuracy. Good interpersonal and customer service skills. Ability to maintain confidentiality and handle sensitive information. Time management and scheduling skills.

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