Job Title: Personal Assistant
Job ID 752BR
Country UAE
Function HSBC Technology Services
Department Technology & Services (HTS)
Job Family Admin & Secretarial
Grade 7
Job Description
Please apply if you are an Emirati
Role Purpose
Provide a wide range of administrative support activities to the Regional Head of Service Delivery, MENA region including maintaining the calendar for the Regional Head of Service Delivery, and Senior Managers, assisting with travel and visa arrangements, producing documents, briefing papers, reports and presentations, coordinating flight/tickets booking, responding to emails as appropriate, formatting and reviewing documents to be in compliance with organizational guidelines, and inform team members of needed actions.
Prepare presentations for workshops in UAE and across the MENA region
Ensure management decisions and deliverables are properly carried out and deadlines are met; provide standard and customized reports for review and discussion, which include monthly progress reports of the work program and status of deliverables, and flag issues requiring management attention.
Manage multiple electronic diaries; co-ordination of meetings involving both internal and external personnel.
Organize and coordinate the logistics for staff meetings, retreats and internal and external events and follow-up to ensure that agreed actions are taken
Maintain HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators
Co-ordinate and manage detailed, complex travel schedules and itineraries
Schedule and coordinate management meetings/VCs/teleconferences globally
Liaise with members of the senior management team
Scrutinize all payments to be approved by Unit Heads
Fully responsible for filing and archiving of documents, utilizing as appropriate, central filing resources and Group electronic filing/archiving systems in line with audit/compliance requirements
Provide back-up support during the absence of Regional Operations (RSD) staff in the department, and assist with other tasks in-line with the needs of the department and as assigned
Principal Accountabilities:
Impact on the Business
Assist in the development, design and implementation of processes.
Serve as member of a project team or as an individual contributor as assigned.
Work closely with key stakeholders staff documenting sources and assumptions, understanding and prioritizing requirements
Analyse problems in terms of process and/or functionality; generate data and apply analytical and quantitative techniques to formulate, describe, communicate and coordinate implementing of recommended solutions.
Produce regular reports to keep Regional Head of Service Delivery informed on status, risk, issues and milestones achievement or misses.
Identify and obtain commitment from Regional Head of Service Delivery and key stakeholders on key recommendations.
Gather thought leadership from various internal and external sources.
Customers / Stakeholders
Work with the SD Heads to obtain timely data and to provide sufficient training to maintain quality
Demonstrate sensitivity to stakeholders’ agenda
Leadership & Teamwork
Facilitate workshop sessions with multi-skilled staff.
Constantly challenging the status quo and constantly seeking opportunities for improvement.
Must be able to work effectively as part of several project teams to drive tasks assigned and deliverables.
Operational Effectiveness & Control
Deliver tasks within timelines with adherence to standards and active management of risk.
Ensure that activities are delivered using the appropriate methodologies and tools. Maximize the use of Group standard tools.
Develop proficiency in project management, data analysis (sampling, simulation), business case generation, process analysis and modelling.
Performs maintenance of generated programs, queries, and profiles to ensure organizational computer systems operate in an efficient manner. Develops and implements programs in a scheduled environment as required.
Prepares data according to the needs of the end-users or department including the provision of downloads of the information for the end-user to further use in developing complex reports which may require data manipulation and analysis. May also develop charts or other visual aids to assist in understanding the data.
Major Challenges
The essence of the role is to be both a driver of change and the ongoing support past its implementation, constantly challenging the status quo and seeking ways in which our processes and performance can be improved. The jobholder will be required to rapidly understand the environment and how the area of responsibility for the jobholder contributes to the overall success of the project.
This role requires to frequently interacting with multi-skilled stakeholders. The job holder to be highly flexible and adaptable
Knowledge & Experience / Qualifications
One to three years proven and progressive business analysis/data analysis or process analysis supporting assigned businesses or functions.
Bachelor’s degree in business or related field or equivalent experience.
Demonstrated ability to provide meaningful analysis and process improvement
Knowledge of the business and functional units supported, products, services and processes and pertinent regulation impacting their delivery.
Strong analytical, interpersonal, presentation, and written and verbal communication skills.
Ability to work independently and manage multiple tasks/projects
High proficiency with Microsoft software suite
Deadline: 14th Jan 2013
How to Apply:
https://xjobs.brassring.com/TGWebHost/jobdetails.aspx?SID=^Ad99lwQSNzFkBIiR4KIO%2frR8cn18rwokH%2fdR5BFNevYprHw6DddqrEotU0kW1NUq&jobId=836842&type=search&JobReqLang=1&recordstart=1&JobSiteId=5506&JobSiteInfo=836842_5506&GQId=0
