Assistant, Administrative (Clerk - Data Entry)

Job purpose

This position supports the division with a broad mix of administrative, secretarial, and clerical work. The role covers mail handling, report preparation, phone support, file upkeep, meeting coordination, visitor handling, and other routine office tasks such as faxing, email correspondence, and preparing department forms.

A key part of the job is making sure overflow work is handled properly, especially when it involves sensitive or confidential information, and that all work follows established procedures.

Key duties and accountabilities

• Prepare, type, proofread, and circulate different kinds of documents, including letters, reports, and tables. This also includes entering, updating, retrieving, copying, and archiving records securely.
• Complete standard forms and draft routine letters and reports from short notes or verbal directions.
• Create and keep an organized filing system, and manage office stationery and supply requests, storage, and distribution.
• Handle incoming calls for the assigned supervisor, respond to queries, arrange appointments, and maintain contact lists and address details for communication, invitations, and letters.
• Make and receive calls, and record and pass on messages as instructed.
• Receive, sort, and distribute incoming mail, make copies when needed, present items to the supervisor, prepare outgoing mail, and keep an accurate register and tracking record for all mail movement.
• Coordinate meetings as requested by booking rooms, arranging visual aids and refreshments, attending meetings to record minutes, and scheduling appointments with participants.
• Carry out additional related tasks as required, including collecting, compiling, and sharing data.

Policies, systems, and procedures

• Follow and apply all relevant functional policies, systems, standards, processes, and procedures to support operational goals.

Innovation and continuous improvement

• Help identify opportunities to improve operating methods and functional processes.

Health, safety, environment, and sustainability

• Observe the applicable HSE requirements, procedures, controls, legal obligations, sustainability guidance, and ADNOC Code of Practices, aligned with international standards and best practices.

Reporting

• Contribute information needed for section progress reports for company management.

Working relationships

This role involves regular contact with employees across ADNOC and group companies, along with occasional interaction with third-party vendors and auditors.

Minimum qualifications

A secondary school certificate is required.

Experience, knowledge, and skills

• At least 4 years of experience in data preparation and computer operations support within a large organization.
• Strong understanding of office management systems and procedures.
• Good communication ability.

Professional certification

Any relevant certification, where applicable.

Work conditions

The role involves minimal physical effort and is typically performed in a normally air-conditioned office environment.

Additional details

Job family / sub-family: Administration & General Services / Administration Support.