1. Role Objective

JOB CONTENT

To perform a wide range of administrative, clerical, and office support duties to ensure the company runs efficiently and effectively. This includes managing documents, reports, records, travel, transportation, vendor relations, insurance, and events, as well as overseeing asset verification and record management in compliance with company policies and regulatory requirements.

2. Duties and Responsibilities

Strategic:

• Provide support and assistance in execution of strategic activities as per department plan and overall company strategy.

Operational:

General Administration

• Prepare, review, and process documents, reports, and correspondence.
• Compile and maintain accurate records and databases.
• Organize and maintain physical and electronic filing systems.
• Distribute and manage incoming/outgoing mail.
• Assist in coordinating transportation and travel arrangements for staff.
• Provide office support services as per company guidelines.
• Liaise and negotiate with vendors and service providers to secure cost-effective services.
• Monitor vendor performance and ensure compliance with contracts.
• Oversee office facilities to maintain smooth daily operations.
• Manage all insurance matters.
• Policies renewals and coverage updates.
• Liaise with Commercial and Legal departments on insurance matters.
• Providing timely reports and updates to admin manager.
• Support evaluation of insurance brokers/providers.
• Process and coordinate all insurance claimswith insurers and broker as well as the relevant stakeholders.
• Assist employees with medical, workmen compensation, and group life claims, ensuring timely settlement and proper documentation.
• Maintaining complete insurance documentation and records.
• Ensuring compliance with regulatory and contractual obligations.
• Perform regular asset verification assignments.
• Maintain accurate asset registers and ensure timely reporting.
• Coordinate with relevant departments for updates on company-owned assets.
• Distribute and manage incoming/outgoing letters and emails.
• Classify and organize records in line with approved retention schedules (hard copy and electronic).
• Ensure secure preservation and proper storage of documents in compliance with NRAA standards.
• Manage sorting, archiving, and authorized destruction of records.
• Supervise Duqm storage facility operations, ensuring readiness, safety, and compliance.
• Monitor and report on storage facility condition, security, and accessibility.
• Conduct periodic audits of record-keeping practices.
• Handle petty cash responsibly and prepare reconciliations.
• Process invoices and track office expenses (e.g., utilities).
• Support tender processes by coordinating with Procurement and Finance.
• Plan and organize internal and external events, meetings, and gatherings.
• Coordinate logistics, including venues, transportation, and materials.
• Liaise with vendors to ensure timely and quality arrangements.
• Oversee event execution within budgets and timelines.

MINIMUM EDUCATION & QUALIFICATIONS

Education:

• Bachelor’s degree with prior experience in administration or a related field preferred. or as per the Minimum Qualifications and Experiences matrix in PODC.

Experience:

• 0-2 years of experience in relevant work area or as per the Minimum Qualifications and Experiences matrix in PODC.

Special Skills & Knowledge:

• Excellent communication skills
• Good relationship building skills
• Good negotiation and influencing skills
• Familiarity with office organization and optimization techniques
• Able to work under pressure
• Attention to detail
• Strong organizational skills and problem-solving ability
• Personal and Interpersonal skills
• Multi-tasking
• Negotiating skills
• Must have English language fluency, both written and spoken
• Proficient in MS Word, MS Excel and MS PowerPoint