وظائف جدة

Job Summary

The administrative and government affairs employee is responsible for managing and executing all administrative transactions and procedures related to government entities within the Kingdom to ensure full compliance with regulations and laws. This role is crucial to ensure the continuity of business smoothly, through effective coordination with various internal departments and following up on all government digital platforms, focusing on accuracy and speed in achievement and building positive professional relationships with relevant government entities.

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Main Responsibilities

First: Managing government employee affairs
• Managing all employee transactions with government entities: (Issuing and renewing residency permits, extensions, exit and return, visa cancellations).
• Following up on employee registration with social insurance and maintaining updated records.
• Monitoring the health insurance for employees and renewing it according to regulations.
• Submitting reports of absconding or interruption, and terminating services on relevant government platforms.
• Supporting the Human Resources department in contract procedures, localization, and the Qiwa system.

Second: Government licenses and permits
• Following up on issuing and renewing all municipal, health, and commercial licenses well in advance to avoid fines.
• Following up on the payment of government fees and renewing certificates of zakat, income, and value-added tax.
• Ensuring that licenses comply with the requirements for operating new branches.

Third: Government electronic platforms
• Managing platforms:
• Qiwa: Employee contracts, visa issuance, localization reports.
• Mudad: Payroll processing and ensuring compliance with wage protection.
• Muqeem: Updating residency data and issuing visas.
• Absher Business: Executing electronic transactions for labor.
• Baladi platform: Issuing and renewing municipal licenses.
• Social Insurance: Registering and terminating employee services.
• Zakat, tax, and customs: Following up on tax obligations.
• Continuously updating company and employee data to ensure full compliance.

Fourth: Reports and compliance
• Preparing monthly and quarterly reports detailing the status of licenses and government transactions.
• Preparing a report of warnings and renewals to ensure that no violations or fines occur.
• Ensuring compliance with the Saudi Labor Law and its executive regulations.

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Qualifications and Experience
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• Experience: Not less than 5 years in government and administrative affairs within the Kingdom.
• Educational Qualification: Diploma or Bachelor's degree (preferably in Business Administration or Human Resources or equivalent).
• Comprehensive knowledge of the laws of the Ministry of Human Resources and Social Development and the Labor Law.
• Excellent familiarity with the procedures of all Saudi government platforms.
• Proficient in using computers and MS Office programs.
• High organizational skills and accuracy in completing transactions.
• Strong communication and relationship-building skills with government entities.
• The ability to work under pressure and multitask.

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Required Skills
• Coordination and follow-up skills with various departments.
• Proactive planning for renewing licenses and residency permits to avoid violations.
• Time management skills to efficiently complete all transactions within the specified time frame.
• Problem-solving skills and providing quick solutions to emergency problems with government entities.
• Negotiation and persuasion skills when dealing with different entities.

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Job Benefits
• Fixed monthly salary: 4,500 Saudi Riyals.
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Employment Data
• Trial period: 3 months, renewable based on employee performance.

– Executive Secretary / Office Manager

Job Objective

To manage the executive office efficiently by organizing time, scheduling meetings, filtering issues before they reach upper management, along with managing correspondence, writing meeting minutes, direct review, and organizing travel and administrative tasks, to ensure smooth and professional business operations.

Main Responsibilities

1. Managing the office and executive tasks
• Full supervision of office work and organizing daily workflow.
• Managing the schedule for meetings and appointments for the General Manager.
• Coordinating travel and logistical arrangements (flight bookings, hotels, transportation).
• Preparing documents, presentations, and reports before any external or internal commitments.

2. Time management and scheduling
• Preparing and organizing the daily, weekly, and monthly schedule for the manager.
• Avoiding time conflicts and ensuring time allocation for priority tasks.
• Providing advance alerts for important tasks and appointments.

3. Arranging meetings and overseeing them
• Coordinating internal and external meetings.
• Preparing the agenda in collaboration with management.
• Preparing rooms or virtual platforms and necessary materials.
• Filtering topics and issues before the meeting and providing a summary to the manager.
• Managing guests and official visitors professionally.

4. Writing meeting minutes and follow-up
• Accurately and organizedly taking minutes during meetings.
• Extracting decisions and main tasks (Action Points).
• Following up on execution with relevant departments and submitting periodic reports to the manager.
• Presenting minutes for review and final approval.

5. Correspondence and communication
• Drafting and formulating official letters, internal and external correspondence.
• Answering phone calls and emails on behalf of management.
• Coordinating with clients, partners, and internal departments effectively.

6. Filtering issues and requests
• Receiving requests from departments and employees.
• Prioritizing them (Urgent / Important / Can be postponed).
• Solving simple issues directly and only escalating the summary to the manager.
• Protecting the manager's time from secondary details.

7. Follow-up and direct review with the manager
• Reviewing minutes and reports periodically with the manager.
• Providing concise and clear summaries of events and decisions.
• Ensuring complete clarity of vision before making any strategic decisions.

8. Advanced administrative tasks
• Maintaining confidentiality of information and documents related to upper management.
• Managing files and archiving (both paper and electronic) effectively.
• Developing new work mechanisms to improve administrative performance.

Qualifications and Requirements
• Bachelor's degree in Business Administration, Office Management, or a related field.
• At least 5 years of experience in an executive secretary position or office management.
• Fluency in both Arabic and English (speaking and writing).
• Strong experience in writing meeting minutes and drafting reports.
• High skill in time management and prioritizing tasks.
• Proficiency in MS Office and Google Workspace.
• Professional personality capable of representing upper management.
• Ability to solve problems and make quick decisions.
Personal Qualities Required
• High organization and attention to detail.
• Politeness, social intelligence, and strong presence.
• Flexibility to work under pressure.
• Initiative and providing practical solutions.
• Complete commitment to confidentiality and professionalism.