This job ad has been posted over 40 days ago...
6
applicants
Executive PA with Arabic
at PromoLingua in Birmingham, United Kingdom
Salary: £25K (pro-rata - 6 month contract)
Location: Birmingham, West midlands
Language: Arabic
Job Purpose
The International Programmes Division has now built its capacity to over 35 staff members and works in over 25 countries. The International Programmes Officer will hold a key role within the division where he/she will assist the Division in the following areas.
Core Duties and Responsibilities
A) Administration (20%)
Overall responsibility for smooth running of office. This includes office equipment, stationary and communication on a day today basis.
Arranges travel insurance covers, processing any travel claims for the head of division.
-Communicate flight details
-Arrange pickup from the airport
-Ensure all financial matters are dealt with: such as per diem and expenses
-Ensure relevant hotel is booked
-Keep the relevant desk and manager informed of all matters
· To be responsible for the Medical and Travel insurance for the whole of the Projects Division.
· To be responsible for all courier responsibilities for the division.
· To be responsible for arrangements regarding the divisional meeting, including, the agenda, taking, typing and distributing the minutes.
B) Finance and Databases (30%)
· Responsible for all fund transfers to the field offices. Including:
-Ensuring our offices have relevant funds in their bank accounts.
-Communicate with Field Offices to arrange transfers
-Transferring relevant amounts of funds to our field offices
-Updating, maintaining and monitoring Budgets.
-Communicate with heads of desks to inform them of transfers
· Manage and updating PIN (Project Identification code) database.
· Implementation of Financial reports on a ADHOC basis as requested by the Divisional Director
C) PA role (50%)
Assists in developing the office annual plan, and prepare a yearly progress reports to be submitted to the Head of Division.
Provides full administrative support to the Head of Division, including diary organisation, receiving and organising mail, and answering emails and correspondence when requested.
Oversees the Office official and greeting letters and regular mail-shots when requested by the Head of Division, and make sure all correspondence is mailed in a timely manner.
Facilitates the Head of Division's travel arrangements and ensures that the Head of Divisions are fully informed of those plans.
Oversees the maintenance of the office confidential records, reports and files.
When assigned by the Head of Division; researches and extracts information from different sources (i.e. internet).
Prepares reports for the Head of Division as and when requested to do so in addition to the Office Annual Progress Report.
Arrange and minute meetings with Head of Division on a departmental and Divisional level.
Produce memos & faxes as and when requested by the Head of Division
Preparing general PowerPoint presentations for Division
Design, co-ordinate and update information display where visitors could see latest updated information in our field offices and with our staff here in HQ.
Person Specification
Minimum Requirements:
NVQ Level 3 in Administration, High school diploma or GED with substantial experience directly related to the duties and responsibilities specified.
Knowledge Skills and Abilities:
Organisational and coordination skills.
Ability to create, composes, and edits written materials.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of people in a multicultural community.
Knowledge of office management principles and procedures.
Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
Information research skills.
Ability to gather data, compiles information, and prepares reports.
Knowledge of archiving principles and processes.
Ability to develop and maintain recordkeeping systems and procedures.
Experience of customer services.
Excellent IT skills.
Excellent oral and written communication skills.
Second Language: Arabic.
Location: Birmingham, West midlands
Language: Arabic
Job Purpose
The International Programmes Division has now built its capacity to over 35 staff members and works in over 25 countries. The International Programmes Officer will hold a key role within the division where he/she will assist the Division in the following areas.
Core Duties and Responsibilities
A) Administration (20%)
Overall responsibility for smooth running of office. This includes office equipment, stationary and communication on a day today basis.
Arranges travel insurance covers, processing any travel claims for the head of division.
-Communicate flight details
-Arrange pickup from the airport
-Ensure all financial matters are dealt with: such as per diem and expenses
-Ensure relevant hotel is booked
-Keep the relevant desk and manager informed of all matters
· To be responsible for the Medical and Travel insurance for the whole of the Projects Division.
· To be responsible for all courier responsibilities for the division.
· To be responsible for arrangements regarding the divisional meeting, including, the agenda, taking, typing and distributing the minutes.
B) Finance and Databases (30%)
· Responsible for all fund transfers to the field offices. Including:
-Ensuring our offices have relevant funds in their bank accounts.
-Communicate with Field Offices to arrange transfers
-Transferring relevant amounts of funds to our field offices
-Updating, maintaining and monitoring Budgets.
-Communicate with heads of desks to inform them of transfers
· Manage and updating PIN (Project Identification code) database.
· Implementation of Financial reports on a ADHOC basis as requested by the Divisional Director
C) PA role (50%)
Assists in developing the office annual plan, and prepare a yearly progress reports to be submitted to the Head of Division.
Provides full administrative support to the Head of Division, including diary organisation, receiving and organising mail, and answering emails and correspondence when requested.
Oversees the Office official and greeting letters and regular mail-shots when requested by the Head of Division, and make sure all correspondence is mailed in a timely manner.
Facilitates the Head of Division's travel arrangements and ensures that the Head of Divisions are fully informed of those plans.
Oversees the maintenance of the office confidential records, reports and files.
When assigned by the Head of Division; researches and extracts information from different sources (i.e. internet).
Prepares reports for the Head of Division as and when requested to do so in addition to the Office Annual Progress Report.
Arrange and minute meetings with Head of Division on a departmental and Divisional level.
Produce memos & faxes as and when requested by the Head of Division
Preparing general PowerPoint presentations for Division
Design, co-ordinate and update information display where visitors could see latest updated information in our field offices and with our staff here in HQ.
Person Specification
Minimum Requirements:
NVQ Level 3 in Administration, High school diploma or GED with substantial experience directly related to the duties and responsibilities specified.
Knowledge Skills and Abilities:
Organisational and coordination skills.
Ability to create, composes, and edits written materials.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of people in a multicultural community.
Knowledge of office management principles and procedures.
Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
Information research skills.
Ability to gather data, compiles information, and prepares reports.
Knowledge of archiving principles and processes.
Ability to develop and maintain recordkeeping systems and procedures.
Experience of customer services.
Excellent IT skills.
Excellent oral and written communication skills.
Second Language: Arabic.
Published at 03-03-2009
Viewed: 134 times
Viewed: 134 times