Overall Purpose of the Job:The person appointed in this position will be responsible for the various administrative and operational activities on a daily basis. This individual should be able to interact with various stakeholders and visitors via phone and email, in a friendly and positive manner as they will be representing theorganization at all times. This individual should be organized with a positive can-do attitude to ensure that the office and all departments can function smoothly without any disruptions.Key Responsibilities
Handling incoming calls and all other communications as required as well as maintaining contact lists
Request quotations from different suppliers for stationeries, office equipment and any other service that might be required along with ensuring that the service / items are received as per the order and invoice
Ensure that all filling is maintained and properly documented for HR & accounting purposes
Liaise with Cleaning company in maintaining the office premises to ensure a neat and tidy environment along with following Covid-19 disinfecting and sanitization procedures as required
Maintaining all records of visitors and guests in line with the contact tracing as stipulated by KHDA and DHA
Assist in setting up venues and prepare materials for events when necessary. These events would include gatherings and functions relating to Careers & Alumni, Student Support and Marketing as well as Centre events.
Raise local purchase orders via CRM for approval after receiving supplier quotations and ensuring that costs are allocated to the correct nominal code for all overhead costs
Maintain monthly purchase order log that will be used for month end accruals
Compile and draft petty cash reconciliation sheets
Assist and greet clients and visitors respectfully, professionally & politely via phone and in person
Help organize and maintain office common areas
Assist in preparing for all centre events Hotel accommodations, F&B, and Venue reservation
Performing general office related duties and errands
Organizing travel, transportation and visas by booking accommodation and making reservations as required
Creating, maintaining, and entering information into all databases including CRM & the Tecom AXS portal
Executing all general administration duties
HR & Administrative Responsibilities
Responsible for sending and collecting general courier parcels and packages
Maintain a record and monitor all office supplies and merchandise and ensuring that adequate stock is available as required
Prepare supporting documents that is required for processing visas like passport copies, photos and any other details
Update personnel records employment contracts, health insurance coverage, passport copies, visas expiration dates, medical certificates and staff leave applications
Organize and maintain soft and hard copies of staff files, service providers, suppliers and all other related company correspondence
Facilitate the process of all staff joining and leaving the organization along with new visa and visa cancelations for the same
IT Support
Assist in all IT support needs by liaising with our 3rd party LITS IT services
Assist to maintain/manage the Local storage for the media gallery and current/old users mailboxes and data
Assist to manage licenses and subscriptions for all software used by the university (domain name, click dimensions, canva, adobe, SSL certificate, office 365, google workplace
Assist to maintain/manage all the users mobile phone.
Assist in basic system support and printer/scanner support
Other general support duties:
Present a professional image of UOMW at all times
To undertake other duties as determined by the HR & Finance department
Assist other departments during peak times which would include pre-events setup, venue planning and contract management.
Work out of hours will be required
Desirable Knowledge, Skills and Experience
A good college degree and a minimum of two years experience, preferably within a higher education environment
Exposure to blended / distance learning mode of delivery
Excellent IT skills and committed to the principle of maximizing the use of new IT systems for the service and to engage fully with these developments as they occur
Possess excellent communication and interpersonal skills
Able to Multitask and committed to meet set deadlines
Experience of providing a high level of customer service
Highly self-motivated with the ability to exercise judgement and manage his/her workload.
Experience of supervising and training staff
The ability to work calmly under pressure
Committed to the principles and practice of high quality customer service for students and other service users and deliver a high quality and professional service to all service users
Essential Knowledge, Skills and Experience
To have experience within the Higher Education sector
Be able to enforce office rules and regulations.
Be proactive in solving any issues that may occur by logically finding solutions and suggesting possible alternatives.
Working knowledge in IT and office equipment, like printers, fax machines and multiple phone lines
Should be proficient in Microsoft office which includes outlook, Word, Excel and PowerPoint