Responsible for providing administrative support in order to ensure smooth functioning of the office in an effective and efficient manner
Professional interaction with stakeholders coming into the offices.
Maintain a professional and high quality service oriented environment at all times
Professional interaction with stakeholders coming into the offices
Manage incoming calls
Provides reception services to guests, clients; informs relevant team members about guests’ arrivals
Event Management :
Organize and co-ordinate company events, meetings
Manage meeting rooms : equipment’s, drinks, etc.
Manage restaurant bookings for business lunch and dinners
Organize taxi transfers, pick-up services for visitors
Travel & Accommodation arrangements :
Manage and coordinate travel and hotel arrangements for employees and external stakeholders
Office Environment & Management
Maintains the condition of the office such as arranging for necessary repairs,
Manage regular cleaning and courier services and related vendors
Organizing the office supplies of stationery, equipment’s, grocery, etc.
Managing office needs including fixing of fixtures and any related requirements viz. upkeep and maintenance
Reception of goods (ie. vouchers, gifts ) and coordination with related departments
Preparation of correspondence to providers
Preparation of monthly reports for finance from various providers
Support the finance department for the fixed assets inventory (incl. vehicle fleet and IT / Phone assets) and including physically checking and labelling the fixed assets.
Document management (clients and suppliers’ contracts, invoices ) in both paper version and soft copy
Local HR Business Partner
Manage interactions between regional HR team and local departments
Prepare HR documents for all employees (contracts, attestations )
Keep personnel records up to date, arranging interviews
Manage interactions with local Labour Inspection
Leave Form Management for all employees
Manage work-related accidents
Manage the health insurance file for all employees including issuing application to the new hires and discontinuation of insurance for departing employees.
Business card printing for all staff
Manage the pharmacy
Sub Regional HR Director
External service providers
Technical skills required
Working knowledge of Office Administration.
Working knowledge of supplier management
Excellent interpersonal and communication skills, both written and verbal, with all levels of employees
Ability to develop and maintain positive relationships at all levels of the organization, while also advocating for an issue, and / or providing constructive feedback
Strong drive to get things done (proactively)
Excellent time management and prioritization.
Manage multiple conflicting priorities
Proficiency in Microsoft Office Suite
Fluent in English
Able to work under pressure to demanding time pressures and to meet deadlines
Able to work under own initiative and as part of a team
Able to understand and adapt to cultural sensitiveness
Typical Education and Work Experience required
Typically 5+ years relevant experience in Office administration
University degree or related, education or job experience equivalent
Good language skills in English
Experience in working in a matrix / international organization (preferred)
We offer an exciting work environment that brings people together. We encourage an entrepreneurial and innovative spirit.
We make use of the latest digital technologies. We are looking for self-starters, who accept challenges and create solutions.
Can there be a better place to take center stage in the digital revolution? We are excited to getting to know you!