Administrative Assistant

About the Role

كيلوج براون اند روت is seeking an Administrative Assistant to join its Sustainable Technology Solutions (STS) division. This full-time role supports the organization by maintaining essential documentation, assisting personnel with daily administrative tasks, and ensuring efficient office operations. The Administrative Assistant will play a crucial role in supporting various activities and projects within the organization.

Key Responsibilities

• Maintain and distribute up-to-date organizational documentation, ensuring timely receipt of all revisions by recipients.
• Support personnel in managing day-to-day documentation, including meeting minutes, reports, manuals, and records.
• Assist in preparing performance and progress reports for various activities and projects, including constructing accurate graphs and statistics.
• Utilize database management systems like SAP and other software to create and maintain electronic registers and document histories.
• Collect data, maintain employee activity reports, and record performance appraisal reports for organizational personnel.
• Track employee attendance, leaves, absenteeism, and vacations, and prepare daily time sheet records.
• Collate and analyze data from personnel, submitting regular summaries to the Organization Head.
• Manage queries and correspondences, route incoming mail, prepare outgoing mail, and maintain work files as directed.
• Liaise with the Training and Career Development Division to identify training needs, coordinate course enrollments, and follow up on attendance.
• Coordinate with Material and Services Procurement for office stationery and supply requisitions.
• Operate and ensure proper functioning of office equipment such as printers, fax machines, copiers, and telephones.
• Perform additional duties as assigned by the Organization Head.

Safety and Compliance

• Ensure compliance with safe work practices, hazardous work regulations, and PPE usage according to SATORP standards.
• Encourage reporting of near misses, unsafe conditions, and acts.
• Participate in safety audits and attend scheduled safety and technical training.

Required Qualifications and Experience

• A minimum of 5-10 years of relevant experience.
• Well-organized and proactive approach to work.
• Excellent communication skills.
• Proven leadership skills within large organizations.
• Demonstrated maturity of judgment under pressure and problem-solving abilities.
• Ability to achieve business results in a multicultural environment.