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Job Description
JOB PURPOSE:
To lead Committee’s operations, providing administrative support, and managing exemption-related requests. In addition to managing exemption requests databases, ensuring policy adherence, and facilitating stakeholder communications.
KEY ACCOUNTABILITIES:
Description
Committee Management
§ Lead the Coordination and facilitation of Committee meetings, including confirming attendees, date and time, location, and managing travel logistics.
§ Manage the preparation and distribution of Committee meeting agenda to the Chairman and Committee members.
§ Attend, document, and distribute all Committee meeting minutes to the Chairman and Committee members after the meeting.
§ Manage the preparation and management of the Committee meetings calendar on an ongoing basis.
§ Manage the Documentation of all Committee meetings minutes, capturing decisions and discussions, action plans, votes, etc., as applicable.
§ Manage the Distribution of prepared action plans coming out of the Committee meetings to relevant parties and follow up on the implementation of action plans.
§ follow-up on committees and set objectives KPI’s
§ Recommend creating teams and sub committees and implementing related decisions
Administrative Support
§ Manage the provision of administrative services to the Committee, including calendar management, mail management, drafting of routine correspondence, responding to telephone calls, etc.
§ Manage preparation of required Committee documents, such as invoices, reports, memos, and other administrative records; ensure that effective record management and document retrieval processes are set in place.
§ Manage office equipment, supplies, and other day-to-day needs to ensure smooth running of the secretariat operations.
Requests Support
§ Follow-up on requests with the exemptions management unit to ensure adherence to Policies, procedures and SLA’s
§ Manage the creation and maintenance of requests databaseincluding products, quantities and contracts value
§ Answer inquiries and manage stakeholder relationship with exemption requesting entities and other entities in regards to exemptions.
Policies, Systems, Processes, Procedures, Standards and Reports
§ Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner.
§ Assist in the preparation of timely and accurate reports and functional deliverables to meet the functional requirements in order to achieve the desired efficiency and performance excellence.
Related Tasks
§ Perform any other related tasks and duties as directed.
Technical Competencies
TECHNICAL COMPETENCIES
§ Budget management - Basic
§ Corporate performance management - Basic
§ Strategic Planning - Basic
§ Develop policies and procedures - Basic
§ Relationship Management - Proficient
§ Language proficiency - Proficient
§ IT skills - Advanced
§ Administrative Skills - Proficient
§ Follow-Up Operations Management - Proficient
§ Compliance Monitoring - Proficient
§ Documents and Archives Management – Proficient
§ QualityManagement - Basic
§ Presentationskills– Basic
§ stakeholder management - Proficient
§ Business and Report Writing - Proficient
§ Risk Management - Basic
Education
Business Administration, Industrial Engineering, Law, or any other related fields
