Executive Secretary

Position : Executive Secretary
Location:Dahriyya, Hebron
Responsible to:General Director
Closing date:September 10th , 2011

Future Iron Pipes (FIP)
Based near Dahria, Hebron. FIP is a pioneering  Privatly owned Manufacturer of coated and lined steel pipes. Working since 2008, FIP serves the Palestinian Market  in pipe diameter range from ½ ” -16” ( 15mm – 400mm) and length ranges from 6.0 meters to 12.2 meters. All systems and procedures necessary to assure safe and timely operations and ease of data retrieval are properly initiated and fully documented in full compliance with ISO9001:2008. FIP is NSF-61 listed, and accredited by Lloyds total, and certified to peruse coating and lining applications.
. Further information on FIP can be accessed at: http://www.fip.ps/

The purpose of the job:
The Executive Secretary is responsible for providing secretarial, clerical and administrative
support in order to ensure that  FIP services are provided in an effective and efficient manner.

Under the supervision of the General Manager, the Executive secretary will be  responsible for:
1-Provide office support to ensure efficieny and effectiveness of daily works in FIP headquarter office
-Receive/meet and greet clients and official FIP guests in appropriate manner
-Supervise the FIP filing system and manage FIP software, Hardware archives.
-Manage business communications with clients inlcuding faxing, emailing and follow up works.
-Manage simple logistic needs of FIP office.
-Ensure correct use of office tools (i.e faxes, printers, cameras, laptops, etc..) by FIP staff.
-Supervise staff attendance sheets,leaves and mothly HR report to General Director.
-Assist in new staff recruitments and termination works.
-Assist in upgrading of the FIP website

2-Provide direct support to the financial manager at FIP in handling common departmment workloads
-Participate  in filing procurement forms
-Support in financial department follow up communications with clients
-Support in follow up of FIP communication bills and payment deadlines
-Participate in preparation of the monthly tax report

3-Provide assistance to the FIP General Manager  
-Setup travel, Visas and  accommodation arrangements for the General Director and other FIP staff
-Laise, coordinate and follow up with other FIP staff for the work deadlines required by the general manger
-Perform such other tasks assigned by the general manager  

Skills required:

-Bachelor degree in Business Administration from an accredited institution, minor in accounting is a plus.
-Two years of experience in secretarial position.
-Excellent command in both written and spoken English and Arabic.
-Familiarity with office machines, with efficient use  
-Excellent computer skills, especially in the use od internet and MS office package, knowledge in publisher and photoshop is a plus
-Familiarity with excel sheets and simple accountancy forms
-Excellent communication ,organisational and interpersonal skills
-Ability to maintain positive work environemnt and good relations with FIP staff
-Ability to maintain confidentiality in doing job
-Ability to work under pressure and be multi-task oriented

Initial contract will be for a period of 1 year (with 3 months trial period)  and the position is based at FIP headquarters  office in Dahriyya,  Hebron

How to apply:
Interested candidates are requested to submit a one page cover letter claryfiying why she feels herself qualified enough for the position a long with a CV plus a rescent photo with 2 traceable references by       e-mail to:  [email protected]  , no later than Saturday, September 10th  2011 3:00 pm
-Please indicate in the email subject (Executive Secretary Hebron – Your Name).
-Only short-listed candidates will be contacted for the competency test that will be organized around 15th Septemebr 2011.  Only those who manage to pass the test will be contacted for the interview.  No phone calls please
-No application will be accepted if the email subject is not mentioned in the email subject line.