Executive assistant

RESPONSIBILITIES & DUTIES                                                                                     

A             Administrative assistance

                Provide overall administrative support, managing emails, scheduling appointments and meetings, organizing and maintaining files and records.

-              Data Entry and Record Keeping: Input and maintain accurate data in databases, spreadsheets, or other systems. Create and update various reports, logs, and records as required. Draft and proofread documents, reports, and presentations.

-              Manage and update calendars, including scheduling and coordinating meetings, conferences, travel arrangements, and other appointments. Ensure that all arrangements are properly communicated and any conflicts are resolved.

-              Assist in planning and organizing meetings, record meeting minutes,  conferences, and events, including venue selection, catering arrangements, sending invitations, preparing materials, and ensuring logistical details are taken care of.

-              Organize and maintain physical if needed and electronic files, ensuring that documents are appropriately labeled, archived, and easily retrievable.

B             Human resources

-              Follow up  on  organization charts and keep it updated for the Headquarter and all SSVP institutions

-              Update detailed job descriptions in coordination with the CEO.

-              Write and update standard operating procedures in coordination with the CEO of the Headquarter .

-              Develop and update an employee database including , but not limited to, the following information: personal profile, education, work experience inside and outside the Association, contract, appraisals, trainings, association assets used by employee, warnings, rewards, absences, incidents…

-              Create and maintain a database of candidates

-              Formulate job descriptions for each vacancy in coordination with the corresponding Head of Department / CEO.

-              Announce the vacancies to Association’s employees. Post the vacancy.

-              Implement employment contracts for newly hired employees.

-              Ensure and archive that contracts confidentiality agreements are signed by employees

-              Record all the steps of the recruitment process appropriately. Archive applications, reports, evaluation sheets and other documents related to the process

-              Propose, in coordination with CEO, Head of Departments a training and development plan for employees covering technical and soft skills and propose suppliers or trainers who would conduct these trainings. Evaluate performance and efficiency of these companies and trainers and organize the logistics of the training sessions

-              Handle payroll, bonuses, vacations, sick leave, loans etc… (in coordination with the Accounting & Finance department).

C             Procurement

-              Identify potential suppliers and maintain vendor database.

-              Evaluate compare and select suppliers based on price, quality, delivery, and reliability.

-              Identify cost-saving opportunities through strategic sourcing and negotiation.

-              Review purchase requisitions and ensure accuracy and completeness.

-              Dispatch and issue purchase orders to selected suppliers after approval.

-              Follow up and monitor purchase orders to ensure timely delivery of goods and services.

-              RFQ development based on needed requirements from experts or research.

EDUCATION, COMPETENCES ET LANGUAGES                                                                   

-              Bachelor degree in business or equivalent 

-              Minimum 2 years experience as an assistant to head positions or HR. department

-              Highly computer literate

-              Time Management skills

-              Excellent communication, diplomatic and organizational skills

-              Ability to work under pressure and with personnel from all levels

-              Tact and ability to deal with difficult situations

-              Languages: Arabic, English and French