Job Summary
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Responsible for supporting the office staff an ensuring the smooth operation of the office and administrative functions
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Performs his/her duties in accordance with the Malia Holding objectives & procedures.
Tasks & Responsibilities
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Presents a professional welcoming first contact to all visitors by phone, in person and email Transcribe and types letters/memos that are formatted and without errors.
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Performs for mail/memo dispatching to concerned people. Handles phone calls (customer service).
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Is in charge of the proper use of the office resources. Makes sure that office is tidy at all times.
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Prepares necessary reports and comparative excel sheets as per GM’s request.
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in charge of general “ meeting” support including booking of conference room and ensuring the availability of resources (notebook, pens, magazines).Prepares the Minutes of Meeting and ensures all participants are present.
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Stays informed about company policies, procedure & yearly objectives. Handles correspondence for the Managing Director.
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Prepares the monthly reports
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Attends meetings and prepares minutes of meeting upon request. Other duties may be assigned.
Person Specification
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BA in Business Administration or equivalent
Personal Effectiveness
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Energetic and able to handle multiple tasks under pressure & meet deadlines Trustworthy, loyal, maintains confidentiality
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Excellent time management skills: organizational and prioritization skills Methodical
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Communication skills: open and collaborative towards team, Malia Group colleagues, suppliers & customer
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Mature
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Proactive, can-do and will do-attitudes
Qualifications & Knowledge
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Ability to compose correspondence using good grammar and composition skills
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Good knowledge of Word (50 wpm), Excel, Power Point, Lotus Notes and custom company software Excellent knowledge of Group procedures & practices
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Trilingual ; Kurdish, Arabic and English
Teamwork
Ability to work independently and as a team
Change Management
Extremely adaptable to new environments
Learning
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Willingness to undergo training and development to take account of changes in working methodology & technology
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Self-motivated, eager to learn, contribute and advance