Business Coordinator

4 weeks ago

مصر, Egypt Shell Full time

**The Role**:
Act as Business Coordinator for the management and Information management (IM) Focal Point with additional requirements: this includes being the focal point and Stakeholder Admin Support, responsible for SLE coordination with RE in addition to providing Admin Support to Management.

**What's the role?**

**Specific support for the Development team**:
**Act as IM Compliance (Focal Point) FP**:
**SharePoint Focal point**
- Responsible for the day-to-day management of a SharePoint site (managing libraries, adding users to permissions groups).
- Manage access in line with the intended audience.
- Follow up on Record classification & non-record disposal.
- Legacy SharePoint sites restructuring & Clean-up, post migration.
- Coordinate and monitor clean up and restructuring efforts with Exploration Staff.
- Address compliance issues on the site, (documents marked as confidential but stored in a location that is accessible to all users).
- Maintain awareness of planned updates/changes to SharePoint site and communicate to site users accordingly.
- Assist the business and Business Excellence on SharePoint-related activities.
- Act as Data Privacy focal point.
- Act as focal point to manage the extension of records and the discard of non-records.
- Assist in creation, ownership, tracking and updating distribution lists.
- Monitoring and coordination of license renewal activities.

**Concur & Expense Management**:

- Contact point for general / basic queries.
- Administer departmental credit cards for low value purchases, Company provided accommodation and transport for new joiners.
- Delegated authority for Line manager.
- Travel expenses/ Budget tracking

**Other Accountabilities**
- General office & agenda management for Management:

- Managing the calendar and diary
- Keeping track of availability of meeting facilities within the department location
- Following-up on items requiring action
- Managing, sorting, or routing the above items to respective parties
- Making required arrangements for the travel locations. Arrangements can include visa requirements, flight bookings, transfer bookings, hotel reservations, office arrangements, relevant printouts, car rental service, etc.
- Organizing and coordinating events in/outside Shell offices:

- (Examples: Social events, Conferences, Workshops, Meetings, Lunches, Trainings, Talks)

These events usually require the following activities:

- Researching venues
- Negotiating with 3rd parties
- Costing activities
- Full administration before/during/after the event
- Set-up of Video Conferencing & Audio Conferencing
- Visitor arrangements
- Coordinate for Shell visitors’ approvals from VP (prior to visit)
- Making arrangements for visitor(s) at the office, which includes:

- Preparing the agenda
- Organizing site access
- Greeting & escorting the visitor(s) as needed
- Publishing & drafting letters:

- Coordinating printing of conference papers, reports, CD, news forum, newsletter and website reproduction work & scanning of documents
- Preparing meeting minutes (minutes, outcomes, action plans, follow up)
- Drafting routine letters
- Assisting to prepare documents, reports, presentations.
- Focal point for Governmental stake holder, update list, prepare season greetings.
- Arrange book meeting with regulatory offices and follow up on changes.
- Arrange quick translation of urgent received letters if required for quick actions.
- Follow up on correspondence between SLE and Regulatory bodies.
- Replenish office supplies.

**Important Aspects of Work**
- Have administrative track record
- Eye for detail when working through tasks.
- Time management in order to work within tight datelines.
- Balancing competing priorities
- Interacting with staff at various levels
- Handling sensitive matters with integrity & discretion
- Communicating & coordinating with external/3rd parties
- Proficient at using office software such as MSWord, Power Point, Excel, Outlook, etc.
- Fluent in Arabic & English both writing and speaking as a must.

**Company Description**

Shell Egypt offers a portfolio of capacity building programs for Egyptian community targeting youth at high school, university and fresh graduates levels up to middle management level. The Programs include different offerings in STEM Education Like NXplorers Program, Shell Eco Marathon, Imagine the Future, in addition to its flagship entrepreneurship program Intilaaqah.

**An innovative place to work**

There’s never been a more exciting time to work at Shell.

Join us and you’ll be adding your talent and imagination to a business with the ambition to shape the future - whether by investing in oil, gas, and renewable energy to meet demand, exploring new ways to store energy, or developing technology that helps the world to use energy more efficiently, everyone at Shell does their part.

**An inclusive place to work**

To power progress, we need to attract and develop the brightest minds and make sure every voi

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