Excellent written and oral proficiency in Arabic and English languages are mandatory
As an IT Department Coordinator, you will help ensure that the IT Department/Directors office runs smoothly
and efficiently. Your clerical and administrative support will assist office personnel and optimize workflow. You need to be comfortable being the primary point of contact for all manner of inquiries and requests. Other secretarial responsibilities will include organizing and maintaining files, supplies, and equipment. The ideal candidate for the position of secretary can prioritize tasks and is motivated to complete work with minimal supervision.
Secretary Duties and Responsibilities
Greet visitors of IT Department or for Director of IT and direct them to the appropriate person or
department
Respond to calls, emails, and routine letters, direct inquiries to the appropriate person
Manage schedules and calendars of IT Director and the IT Department employees
Arrange, coordinate, and schedule meetings;prepare meeting documents, MOM etc
Coordinate conferences; complete conference registrations for company employees
Complete travel forms and make travel arrangements for office personnel’s
Maintain content management system
Maintain budget and purchase supplies for the office; track inventory of office supplies
Write and distribute routine correspondence and Reports
Proofread and edit documents to ensure proper spelling and grammar as well as compliance with
company policy; recommend revisions as needed
Compile data and prepare report
Conduct internet searches to find needed Information
Mail letters, newsletters, promotional materials,and other items as directed
Develop and maintain a filing system for paper and electronic copies of documents
Maintain updated contact information for company employees, suppliers, and customers; keep such
information confidential
Operate and maintain standard office equipment such as computers, printers, copiers, and fax
machines
Use a computer for online communication, spreadsheets, word processing, database management, and other software applications
Learn new technologies as they are adopted
Read secretarial publications and attend
workshops to improve skills over time
Fulfill other secretarial duties as needed
Position Requirements
PMP or Prince Certified Preferred
Expert in EPM and MS Project
Must have basic knowledge of current technologies available in the IT world
Experience and/or knowledge of various networking systems concepts including email, firewall, client-servers, network, security, network protocols, etc
Previous experience with computer and printer maintenance and repair is added advantage
Work independently and assist with multiple projects, priorities, and locations.
Work under pressure with interruptions and challenging deadlines
Willingness to work with many different people.
Ability to be courteous and helpful.
Must show aptitude and desire to learn new skills on the job
Must demonstrate creativity and good design skills for different publications
Be able to communicate clearly and precisely, both orally and in writing
Work as a team member and to promote a positive work environment
Physical ability to perform essential job functions.
Able to adapt to change and meet deadlines.
One to two years’ experience with Microsoft products like Exchange, Active Directory, Server platforms will be added advantage
Technical writing experience.
Comprehend and apply technical information and present technical information to the general public
in a non-technical manner.
Deal effectively and tactfully with upset end users
Good troubleshooting skills using logic and common sense.
Formal Education & Certification
University degree in the field of computer science and Minimum 3 years equivalent work experience
Certifications in PMP or Prince 2.
Knowledge & Experience
Basic knowledge on Office Administration
Good Documentation or technical writing skills
Personal Attributes
Effective interpersonal skills and relationship building skills.
Strong written and oral communication skills.
Ability to present ideas in user-friendly language
Understanding of the organization’s goals and Objectives
Self-motivated and directed
Keen attention to detail
Analytical and problem-solving abilities
Ability to effectively prioritize and execute tasks in a high-pressure environment
Ability to work in a team-oriented, collaborative Environment
Strong customer-service orientation
Professional demeanor and attitude
Trustworthy, able to respect confidentiality
Familiarity with office organization techniques
Capable of multitasking; strong time management
Well-organized, detail-oriented
Excellent writing ability in English and Arabic
Excellent verbal communication in English andArabic
Proficient with computers, especially in MS Office Tools and excellent typing skills
Work Conditions
On-call availability for 24/7.
Sitting for extended periods of time.
Additional Coordinator responsibilities [For all Coordinator Profiles]
Excellent written and oral proficiency in Arabic and English languages are mandatory
Should possess expert exposure in MS Project Server (EPM) & MS Project.
Should available or willing to perform additional secretarial jobs as mentioned below in absence
of IT Department Coordinator
The Coordinator is responsible for providing secretarial, clerical and administrative support to PMO
in order to ensure that services are provided from Project Management Office is in an effective and
efficient manner. Apart from here PMO objectives She shall handle the SLA Agreements and coordinate SLA Technical Helpdesk Calls with external parties who all are in Agreement
Responsibilities
All kind of project related documentation and Coordination
Manage Create and Administrate all kind of SLA’s and contracts
Create and Maintain documentation for procurement and implementation of new servers,
technology, Tenders, RFP’s, RFQ’s etc.
Administrate EPM and Control all the Documents related to the department, ensure the availability of
Documents.
Provide user level training on daily applications used, including, but not limited to: MS Word, MS
Excel, MS Outlook, MS Publisher, Adobe Acrobat,and other basic computer related skills.
Assist in research of new technologies andsoftware that might be beneficial.
Create and maintain technical documentation of systems and processes
Assist with the creation and documentation of technical knowledge base for common issues
experienced by end users.
Additional Secretarial Responsibilities [for all coordinator profiles]
As a secretary, you will help ensure that the IT Department/Directors office runs smoothly and
efficiently. Your clerical and administrative support will assist office personnel and optimize workflow. You
need to be comfortable being the primary point ofcontact for all manner of inquiries and requests. Other
secretarial responsibilities will include organizing and maintaining files, supplies, and equipment. The ideal
candidate for the position of secretary can prioritize tasks and is motivated to complete work with minimal
supervision
Secretary Duties and Responsibilities
Greet visitors of IT Department or for Director of IT and direct them to the appropriate person or department
Respond to calls, emails, and routine letters, direct inquiries to the appropriate person
Manage schedules and calendars of IT Director and the IT Department employees
Arrange, coordinate, and schedule meetings;prepare meeting documents, MOM etc
Coordinate conferences; complete conference registrations for company employees
Complete travel forms and make travel arrangements for office personnel’s
Maintain content management system
Maintain budget and purchase supplies for the office; track inventory of office supplies
Write and distribute routine correspondence and
Reports
Proofread and edit documents to ensure proper spelling and grammar as well as compliance with
company policy; recommend revisions as needed
Compile data and prepare report
Conduct internet searches to find neededInformation
Mail letters, newsletters, promotional materials,and other items as directed
Develop and maintain a filing system for paper and electronic copies of documents
Maintain updated contact information for company employees, suppliers, and customers; keep such
information confidential
Operate and maintain standard office equipment such as computers, printers, copiers, and fax
machines
Use a computer for online communication,spread sheets, word processing, database management, and other software applications
Learn new technologies as they are adopted
Read secretarial publications and attend workshops to improve skills over time
Fulfill other secretarial duties as needed