Assistant Administration

Responsibilities:
• Process invoices related suppliers/vendors for refreshments, office supplies, catering services, office equipment and ensure prompt payment to vendors. Maintain proper records for all payments.
• Prepares all documents for submission to the Region’s Immigration & labour office for action.
• Performs any other related duties as required.
• Organize packing, distribution & delivery of refreshments items to staff on regular basis.
• Ensure that immigration documents & formalities are in order for new recruits, terminated/resigned staff etc. as required.
• Arrange immigration formalities within the work base for staff and their eligible family members. Process request for overseas visas to support staff while on duty travel.
• Follows up employees for passport/visa renewals & ensure custody of same during processing activity.
• Maintain and file passport copies & immigration records of all regional staff & their dependents.
• Process requests for meeting arrangements at Auditorium and other venues. Arrange related support services like refreshments, delivery of related items as required.
• Arrange processing of security access cards for visit to onshore/off shore sites, airport passes, military installations, palaces, etc.
• Assists for processing air tickets & hotel accommodation as required for staff attending seminars, official visits etc.
• Ensures periodical receipt of utility bills etc., checks & maintains proper records before endorsing any bills for payment.
• Process requests for outsourced services (casual labourers) and maintain up to date records. Ensure prompt invoices verification & submission to Finance for payment to vendors.