Administrative Assistant/Translator

Provide administrative and translation assistance to Director of PKM and staff.

• Assist Director of PKM in:
  1. Making travel and accommodation arrangements for Director and staff;
  2. Placing and receiving calls as necessary or requested by Director, and organizing meetings and arranging audio conference calls;
  3. Keeping Director’s calendar, coordinating meetings, appointments, etc.;
  4. Supporting Director in the logistics and arrangements for Board meetings;
  5. Maintaining Board files;
  6. Taking minutes at division meetings and following up on decisions taken;
  7. Preparing letters, invitations to governmental bodies, heads of organizations etc. and following up on them;
• Assisting division staff with administrative duties as requested;
• Maintaining an electronic record of all division records, files, correspondence, etc;
• Handling all purchase requests and following up on them; maintaining a record of all incurred costs of the division for Director and division section heads; monitoring a division inventory of all publications and supplies to ensure supply is continuous.
• Translating corporate publications including press releases, feature stories, and concept notes/proposals. (approximately 30% of time)
• Arranging translation of brochures and project briefs, project documents, training manuals and other materials as requested by Director or division section heads.
• Reviewing the translations of ICBA documents in Arabic before they are sent for layout and print.
• Supporting division exhibitions, workshops, events and open days including:
  1. Arranging group bookings at hotels for external participants in ICBA’s events and training seminars as well as other travel arrangements for groups;
  2. Procuring required publications and items;
  3. Preparing agendas, and making logistical arrangements related to visitors to ICBA
  4. Other support as needed.
• Ensuring that all original copies of memorandums of understanding are provided to the Director General Office for filing, and to the knowledge hub specialist for uploading on the CRM.
• Any other tasks assigned by Director.
• Filling in for Director General’s secretary as necessary

Essential

• A university degree in business administration, languages or journalism, or any related field
• 3 to 5 years of recent relevant experience
• Excellent knowledge of general office procedures and secretarial practices
• Excellent computer skills and aptitude
• Ability to plan, organize, and carry out multiple assignments
• Excellent knowledge of English and Arabic
• Ability to work independently with minimal supervision