مسؤول إداري

Job Summary

The Administrator in Venezuela is responsible to plan, develop, coordinate, and direct the activities related to several functional areas of administrative services.

Job Responsibilities 1

Supervise day-to-day operations of the Department and staff members and supports with daily clerical tasks.

Answer phone calls, provide information to callers, or redirect phone calls.

Ensure the office is stocked with necessary supplies and all equipment is working and properly maintained. Order office stationery and supplies as and when required.

Plan, schedule, and promote office events, including meetings, conferences, interviews, orientations, and training sessions.

Provide administrative support to the executive staff, business leaders and other senior members.

Assist with the preparation of meetings and teleconferences as well as facilitates the recording, transcription and distribution of minutes and action items.

Ensure timely and accurate content review and dissemination for leadership, including weekly leadership reports, monthly leadership updates and other business requirements.

Support the Executive Team and Leadership with preparation for annual leadership meetings (including but not limited to, supporter meetings, the membership business meeting, strategic planning meetings, etc.)

Prepare and edit correspondence, communications, presentations, and other documents. Provide oversight on new staff orientation, including trainings and resource materials.

Ensures the accuracy and appropriate maintenance of the policy manual, procedure manual and self-audit in accordance with leadership approvals and changing needs.

Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies

Job Knowledge & Skills

Knowledge of office management systems and procedures.

Excellent working knowledge of English (oral and written)

High proficiency in Computer Office Applications and Programs (MS Excel, Word etc.). Excellent time management skills and ability to multi-task and prioritize work.

Excellent problem-solving and communication skills.

Strong organizational and planning skills. Attention to detail.

ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Minimum 5 year(s) working experience of relevant working experience in Venezuela.

Currently based in Caracas, Venezuela, with authorization to work locally.

Strong understanding of the Venezuelan market and local business environment.

Fluent in Spanish and English (spoken and written).

Competencies

Agility

AI Fluency

Resilience

Quality

Leadership

Clerical Documentation Tools L2

Calendar Maintenance L2

Document & Record Control L2

Travel Arrangements L2

Administrative Document Design L2

Education

Bachelor's Degree in Business Administration or any related field