Secretary
Ali Bin Ali Holding, Kuwait

• This role is responsible for manning the main reception of the ABA Logistics Management Offices and for the provision of administrative assistance in support of the management activities; specifically to the Division Coordinator and Admin Officer but also other Logistics Management staff as required. This includes the coordination of; all guests and visitors to Logistics, receipt and distribution of both internal and external mail, the booking of the Logistics Meeting Rooms and the handling of inbound telephone calls and enquiries. An additional role undertaken by this position is overall control and day to day distribution of Stationery Supplies to the various departments across Logistics based on requisitions.
  
• Assist in conducting Reference checks on applicants, should they are short listed up to grade 12 if they are not referred by a Recruitment Agency.
• Assist the Division Coordinator by chasing candidates to submit signed Offer Letters and other related documents for work visa application.

• Keep track of the work visas issued to the candidates and ensure relevant department heads are aligned with the new employees joining dates.

• Assist with organizing the travel arrangements and accommodation for the candidates.

• Assist in the follow up medical commission appointments and Finger Printing schedule with HO Administration staff.

• In line with the Division Coordinator and Admin Officer maintain division employees’ leave tracker

• Provide support for the renewal of employee insurance, medical card renewals and health certificates with Head Office HR amp; Admin

• Assist in the booking Training for the employees of the division

• Assist the Admin Officer in maintaining a visa renewal record, processing visa renewals and as required cancelling visa’s as per the process.

• Assist in following up with HO Admin for the employees leave balances and Exit Permits

• Draft and circulate to all departments a Stationery Request Form.

• Monitor and consolidate Stationery Requests from Depts. and provide accountability with central stocks.

• Record and Log consumption of stationery items by Dept. and highlight potential anomalies and excesses.

• Liaise with Logistics Finance for procurement of replenishment items.

• Register feedback on suitability and quality of items from customer depts.

Requirements

• Locally available in Kuwait with valid Kuwait ID
• Able to provide transfer documents
• Minimum Qualification - Diploma.
• Minimum 3-4 years similar work experience preferably in mid-large organizations.
• Good English communication skills, both written and verbal with the ability to clearly communicate and pass information to both staff and management. Arabic language a plus.
• Proficient in Microsoft Office tools.
• Experience in administrative activities.
• Experience in management reporting skills.

• Ability to multi-task and work independently.
• Attention to detail, with ability to manage time to organize and prioritize work.

Job Rewards and Benefits