Executive Secretary HR Coordinator Injaz - GHDR CA Corporate Affairs

Job Purpose

• Provide secretarial support to Group Head and assist in the general management of day to day affairs of the GH’s office and efficiently carry out job assignments.
• Support the group on all general admin matters.
  
  

Key Result Areas

• Maintain internal discipline of the office of the Group Head by properly organizing meetings, appointments, discussions, reminding the GH as appropriate, etc.
• Provide Group Head daily schedule of meetings, appointments, and other engagements.
• Establish regular follow up with the respective division heads and other Group Heads, as required.
• Asist in the travel arrangements, hotel bookings, stationary request placements, liaison with procurement/admin units, etc.
• Mediate between stakeholders including end users, admin & external vendors, with regard to all admin related matters.
• Responsible for coordinating and following up on all requests logged with Admin Helpdesk for various maintenance services and with Technology HelpDesk for user/access administration and purchase of hardware and with CAD for processing of all expense reimbursement/claims of staff.
• Handle all staff reimbursements/claims in compliance with policy.
• Assist with the onboarding of new joiners in the team.
• Assist with organizing team events, off site meetings for the team.
• Follows up on action points with the responsible and designated persons.
• Prepares the minutes of meetings related to the team meetings.
• Keeps and maintains the team leaves and events tracker.
• Renders other responsibilities assigned by the Group Head from time to time.
  
  

Operating Environment, Framework and Boundaries, Working Relationships

• Interacts with other MB depts./external vendors/ internal and external stakeholders to meet the premises needs of the team.
• Works closely with Bank’s Admin Dept to resolve premises maintenance matters.
• Deals with Technology to manage communication/access issues and to deliver hardware needs (particularly for new premises/refurbishments).
• Interacts with CAD to resolve staff reimbursement issues and for improved expense management.
  
  

Problem Solving

• Ability to build consensus with a wide cross section of stakeholders which involves establishing a good rapport with various support functions/ Groups/ service providers both inside and outside the organization while implementing assigned projects.
• Prompt trouble shooting skills and practical thinking is often required to resolve administrative and maintenance issues which are sometimes complex.
• Has to have a good understanding and detailed knowledge of the Bank’s expense policy /HR policy/ Admin guidelines / CAD procedures to manage and control claims/loans/maintenance issues efficiently.
• Managing confidential matters and comply with the Bank’s policies.
  
  

Decision Making Authority & Responsibility

• Will be privy to confidential information and hence the need to maintain confidentiality at all times.
• Authorized to screen all expense claims from staff and ensure they are within Bank’s policy.
  
  

Knowledge, Skills and Experience

• High level of maturity and good communication skills are required to balance the needs and expectations of external stakeholders and employees.
• Strong interpersonal and communication skills. With good command over English.
• Ability to manage stressful situations caused by the sensitive nature of the position.
• Must be able to work under pressure with short/challenging situations.
• Understanding of HR systems and procedures, good computer skills (MS Office & Outlook)
  
  

The leading financial institution in MENA

While more than half a century old, we proudly think like a challenger, startup, and innovator

in banking and finance, powered by a diverse and dynamic team who put customers first.

Together, we pioneer key innovations and developments in banking and financial services.

Our mandate? To help customers find their way to Rise Every Day, partnering with them through

the highs and lows to help them reach their goals and unlock their unique vision of success.

Delivering superior service to clients by leading with innovation, treating colleagues with dignity and fairness while pursuing opportunities that grow shareholders value.

We actively contribute to the community through responsible banking in our mission to inspire more people to Rise.

---