Administrative Assistant

Job Description

, Saudi ArabiaJob Family Group:Business AdministrationWorker Type:RegularPosting Start Date:Business unit:HR Corporate FunctionsExperience Level: Early Careers 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, including visa applications and non-Saudi employees for their family visa from MOI.
• 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 employees 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)

• Upload monthly payroll.

Real Estate Responsibilities

• Manage vehicle maintenance by coordinating with workshops for maintenance.
• Responsible for the security key box (keys including vehicle spare keys)
• Routine HSSE checks within the office facility and report HSSE incidents: fire extinguishers/refilling. (Including extinguishers at staff compounds/villas)
• Monitor IVMS (in Vehicle Monitor system) and update company staff home locations accordingly.
• Maintain IVMS tags assigned to each driver and update the list.
• Schedule AC Power Off/ON after office hours, during the weekend, and holidays

Daily:

• Maintain IVMS system and coordinate with Contractor when find any fault on devices
• Arrange vehicle servicing and maintenance schedules on the request of FM Manager
• Follow up daily vehicle activity summery and take actions
• Visitors? transportation Focal point, assign tasks to drivers.
• Coordinate with HSE advisor to record all driver(s) working hours and keep records of the driver(s) monthly tasking sheets, overtime sheets and provide FM with said data.

Weekly

• Check weekly IVMS report and report to Security manager if find any speeding or harsh breaking

Monthly:

• Arrange maintenance schedule with all Contractors and supervise them for any maintenance work inside the office.
• Record and report all HSE data, employees and, contractors? exposure hrs., KM and Fuel records, vehicle maintenance records, driver working hours etc. (HSSE Dashboard) records on spread sheets, with coordination with HSE advisor
• Maintain medical equipment (defibrillator) including first aid boxes
• Responsible for office supplies (stationeries, coffee, and Fruits, etc.), review the expiry.

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, bachelor?s degree in management or relevant major.
• Minimum 1 years of experience inGovernment Affairs
• Arabic and English Language capabilities is aMUST.

-DISCLAIMER:Please note: We occasionally amend or withdraw Shell jobs and reserve the right to do so at any time, including prior to the advertised closing date. Before applying, you are advised to read our data protection policy. This policy describes the processing that may be associated with your personal data and informs you that your personal data may be transferred to Royal Dutch/Shell Group companies around the world. The Shell Group and its approved recruitment consultants will never ask you for a fee to process or consider your application for a career with Shell. Anyone who demands such a fee is not an authorised Shell representative and you are strongly advised to refuse any such demand. Shell is an Equal Opportunity Employer.

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