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Job Description
JOB PURPOSE:
Assist in facilitating Committee’s operations, offering administrative support, and handling exemption request follow-ups. In addition to organizing meetings, managing calendars, preparing documents for meetings, and ensuring policy compliance.
KEY ACCOUNTABILITIES:
Description
Committee Management
§ Coordinate and facilitate Committee’s meetings, including confirming attendees, date and time, location, and managing travel logistics.
§ Assist in the preparation and distribution of Committee meeting agenda to the Chairman and Committee members.
§ Assist in the documentation of meeting minutes after the meeting.
§ Coordinate and facilitate the Committee meetings calendar on an ongoing basis.
§ Assis in the documentation of Committee meetings minutes, decisions and discussions, action plans, votes, etc., as applicable.
§ Coordinate and follow up on action plans coming out of the Committee meetings to relevant parties.
Administrative Support
§ Coordinate the administrative services to the Committee, including calendar management, mail management, drafting of routine correspondence, responding to telephone calls, etc.
§ Prepare the 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.
§ Coordinate the office equipment, supplies, and other day-to-day needs to ensure smooth running of the secretariat operations.
Requests Support
§ Assist in requests follow-up with the exemptions management unit to ensure adherence to Policies, procedures, and SLA’s.
§ Assist in creating and maintaining requests database including products, quantities and contracts value.
§ Assist in answering inquiries of exemption requesting entities and other entities in regard to exemptions.
Policies, Systems, Processes, Procedures, Standards and Reports
§ Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure consistency of controlled activities.
§ 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
§ Relationship Management - Basic
§ Language proficiency - Basic
§ IT skills - Proficient
§ Administrative Skills - Proficient
§ Follow-Up Operations Management - Proficient
§ Compliance Monitoring - Proficient
§ Documents and Archives Management – Proficient
§ Presentation skills– Basic
§ Stakeholder management - Basic
§ Business and Report Writing - Basic
Education
Business Administration, Industrial Engineering, Law, or any other related major
