Administrative and Operations Specialist – أخصائي إداري وعمليات

Position Summary

Supervise the implementation of the operations and administrational issues in addition to managing the projects and the execution of services of customers in coordination with both of Customer Success Team manager and the Operations manager.

Key Responsibilities/Duties

• Designs and develops project plans to implement new policies and initiatives, and operating processes of strategic significance to the company.
• Organizes and coordinates implementation of project plans to ensure compliance with overall strategic plans, goals and unit objectives, as well as maintenance of optimal operating efficiency within the company.
• Researches and analyzes best methods and practices relative to achievement of specified company goals and operating objectives.
• Prepares, and presents project reports; maintains comprehensive project records and statistical information.
• Interacts and collaborates with departments to facilitate, follow up and ensure the successful implementation and administration of project and operation objectives.
• Ensure in coordination with the head of departments the optimization of operational processes and procedures for maximum efficiency while maintaining quality standards.
• Tracking and reporting on operational performance and recommending actionable improvements as necessary.
• Supervise the retro meetings and make sure that the workflow of processes and operations are implemented in a high quality and time framed manner.
• Send reports to the HOS’ regarding the issues that listed in the retro meetings so to be fixed timely and properly.
• Serve as a project manager for a sub-set of projects within the company, managing scope, schedule, budget, quality, services and risk management in compliance with company and customers’ requirements
• Monitors the tender submission process for formatting, completeness, consistency, and compliance.
• Assists in the management of data related to the tendering process
• Ensures the completeness and accuracy of contracts, including monitoring all related liabilities and third-party contracts.
• Stays abreast of/and communicates any changes in contractual requirements
• Handle, manage and file CEO’s office internal and external correspondences.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Follow-up on decisions and instructions presented by the CEO.
• Prepare, arrange, coordinate and schedule CEO’s meetings
• Ensure that the CEO is prepared for meetings by preparing input, drafting talking points, researching relevant information, preparing presentations and other required documents.
• Facilitating translation activities in formal meetings and other issues from Turkish to Arabic and vice versa.
• Take, document and report minutes of meetings
• Track progress on agreed issues, follow-up with focal points on deadlines, commitments made, actions taken, and coordination of collection and submission of reports and requests for information.
• Perform admin and clerical duties for the executive office.
• Assist in developing, reviewing and updating the company practices that ensure smooth flow of administrative operations.
• Archive all CEO’s documents, reports and incoming communication in an organized manner (both Hard and soft copies).
• Liaises with concerned parties for meetings to ensure smooth coordination.
• Contribute to the continuous improvement of corporate quality management system.

Required skills (Education, experience, languages, and abilities)

• Education: Bachelor Degree in Engineering or Business Administration or Public Administration or any other related field as a minimum.
• Experiences: 3 years of relevant progressively responsible experience in similar role.
• Languages: English and Arabic are a must, and Turkish is a plus.
• Computer/Software/IT skills:
  • Microsoft Office: Very Good
  • Task management tools – Jira : Very Good
  • Google Drive: Very Good
  • Email Skills: Very Good
    
• Other abilities:
  • Excellent communication skills and has a positive attitude.
  • Ability to lead teams and coordination with other teams in a diplomatic manner.
  • Ability to work with diverse people, communities, and cultures.
    People management skills that include diplomacy.
  • Ability to take initiative and work without supervision.

Benefits:

• Generous salary.
• Health insurance.
• Paid time off.
• Corporate Bonus Program.
• Relocation Reimbursement.