Job Description

Job Title: Office Manager
Gender: Female 
Department: Head Offic
Location: Sana'a 

MAIN RESPONSIBILITIES: 

• Organizes meeting schedules  and official visits, follows up on meeting outcomes. Implementation of agreed-upon decisions.
• Responds to all incoming emails and calls .
• Translates all contracts, documents and official papers.
• Oversees the implementation of administrative decisions, monitors compliance with decisions, and submits reports of any violations or deviations to the General Manager.
• prepares the meeting room, arranges all  necessary tools and records for the meeting, distributes the meeting agenda to the concerned persons, schedules tasks, writes the meeting draft, revises it, issues it, and has it approved by all attendees. Creates copies of the tasks and decisions that have been agreed upon and distributes them to those concerned to follow up on their implementation, and records the minutes of meetings and external sessions with clients.
• Receives and delivers the incoming and outgoing mail of the General Manager and follows up on  completing of the authentication of all papers that  need to be  authenticated by the General Manager.
• Organizes the entry and exit mechanism for the  General Manager's office according to the pre-prepared  daily agenda, taking into account emergency and critical circumstances
• raises the needs of the General Manager’s office and continuously inspects all machines and devices , and raises what needs maintenance and replacement. Arranges and organizes all documents, papers ,and files in a manner that ensure a decent appearance of the General Manager’s office
• Prints all papers, documents, internal and external memos ,directives and decisions  that issued from the General Manager’s Office, and distributes them to the individuals and departments, each in his/her capacity.
• Submits daily, weekly and monthly reports, suggests ways to develop and organize the works, and presents them to the General Manager.
• Books travel tickets for the Manager in coordination with him and follows up on other travel-related booking procedures in accordance with the directives issued by the General Manager.
• Receives visitors and directs them according to the visit protocols , prepares their hospitality in advance of the visit, and holds meetings with them in the absence of the  General Manager , according to the authorities and instructions granted to him.
• Issues invitations to participants in meetings and conferences as directed by the Director General.
• Performs any other tasks assigned to him within the scope of his job responsibilities.
• Quality and speed of implementing administrative decisions.
• Organizing and arranging tasks according to importance and priority. 

Required Qualifications:

• Communication skills and effective communication
• Organizational skills and scheduling of tasks and work
• English language
• Effective leadership skills
• English Language and Computer Use
• Office work skills
• Strategic and analytical thinking
• Skills in drafting memos and reports according to approved quality standards
• Observation and concentration
• Quick wit and response