Vacancies at Sama

Key Responsibilities

• Ensure all administrative critical services are running smoothly and escalate problem areas on time.
• Manage all outsourced critical services.
• Ensure scheduling of staff transport is done in a timely and precise manner.
• Receive communication from external parties and ensure it gets directed to the relative department and where required provide feedback.
• Ensure reconciliation of meal and transport deductions is done on time and any errors are rectified before payroll closing.
• Verify and reconcile all admin related vendor invoices and liaise with Finance for payment.
• Maintain records for stock levels of office supplies and liaising with Procurement Team for purchase.
• Facilitate planning of logistics for all company events including sitting on planning committees where required.
• Work closely with all other departments to ensure that the admin department provides a clean, safe and friendly working environment to all staff at all times.
• Work with the IT department to create and manage a meeting room scheduler including managing access to restricted areas.
• Create and provide periodic and ad hoc reports.
• Manage and supervise the Admin Assistant Team.
• Any other duties as may be assigned from time to time.

Minimum Qualifications

• Degree in Business Administration or equivalent.
• Proven minimum of 2 years supervisory experience in a reputable organization.

Good To Have

• Experience with MS Office applications with strong proficiency in MS Word and MS Excel
• Solid knowledge of office procedures
• Knowledge of people management skills
• Flexible to work various shifts

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Key Responsibilities

• Work closely with the Administrative Coordinator to ensure that outsourced administrative services are running smoothly.
• Ensure the office is cleaned well and on time.
• Purchase office supplies and consumables on time and maintain tracker/ inventory of utilization of supplies.
• Facilitate the smooth running of the meal and transport programmes by preparing employee lists for utilization of the services and being present during meal service and transport boarding
• Handle logistics for staff activities such as team buildings and offsite meetings as required
• Regular checks of facility to report and document any maintenance issues that may arise in a timely manner and ensure they are handled upon approval
• Manage the office main reception including handling all visitors, incoming and outgoing calls and parcels/ packages
• Work closely with the HR team to ensure all new staff are on-boarded within set timelines
• Any other duties as may be assigned by supervisor

Minimum Qualifications

• Bachelor’s degree or equivalent
• Proven experience as an administrative assistant or in a similar role
• Proficiency with MS office Office Suite (Word, Excel, Power Point)