Office Manager

Accountabilities:

Administration:

• Co-ordination of events logistics, preparations, Support visitors, delegation trips management. Arrange for the meetings
• Membership renewal process for the office and following up with local authorities.
• Office registration and follow up externally and internally the legal and regulation matter.
• Assist in the preparation of regularly scheduled reports
• Handle all administrative duties (filling, letters to officials/banks/3rd party preparations, travel arrangements related to all employees: issuing flight tickets, visa procedures and hotels reservation. Book conference calls, rooms, taxis, couriers.
• Responsible for “local Indirect Procurement Process” for Goods and Services.
• Maintain Digital and manual filing systems
• Handle sensitive information in a confidential manner
• Develop and update administrative systems to make them more efficient
• Answer and direct phone calls.
• Maintain contact lists.
• Ordering and taking stock of office supplies.
• Resolve administrative problems.
• Booking flights, hotel rooms, meeting rooms, travel arrangements, and restaurants for visitors and Syngenta team travels

• Schedule shipments & tracking with DHL, TNT.

• Main contact person for the insurances companies (Life, Medical & care): Contracts yearly renew.
• Manage and follow up the office supply, attendance, system, team issues and concern.
• Manage the office appearance, cleanness and supply the stuffs.
• Develop and improve office procedures and administrative processes

Procurement:

• Manage Payments, check invoices, following up with vendors ending with submitting the same through the Accounting System (SAP).
• Manage office petty cash.
• Preparing the monthly expense report.
• Manage the office and ME invoices and procurement through the systems .

Compliance:

• Ensuring all the office and team are compliant with the company compliance policy.
• Monitors if all the Syngenta Policies and BU ME Guides/Policies are followed locally, and reports any failures or misconducts in this respect.

HSE:

• Report all HSE related cases.
• Support HSE, and CRO and stakeholders in implement Syngenta HSE strategy.
• Collect and report car KM milage.
• Manage the regular training of the HSE.
• Represent Amman CRO in the HSE committee

HR:

• Support local HR by aligning the policies, interviews…etc with ME HRBR.
• Maintian the employees filing and record leaves, documentation ..etc. in a safe place.
• Ensure supply and provide the employees with all IT and other stuff needed for the daily works.

Communication:

• Manage all the announcements and communication flow from the management to all employees.
• Support and distribute communication and ensure all the team member receive and same communication.
• Coordinate communication between the office, internal departments, and external parties.
  

• Bachelor’s degree in business administration, Administrative Sciences, or a related field.
• Reporting Skills
• 8+ years of experience in office management and administrative affairs and Experience in team supervision or office management is preferred.
• Experience in team supervision or office management is preferred.
• Experience in event management, meeting coordination, and official delegations is a plus
• Excellent communication, coordination, follow-up, time management, and organizational skills.
• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• SAP experience
• Confidentiality: Ability to handle sensitive and confidential information professionally.