Job Description

Job Title

Internal Audit Office Management Assistant

Reporting to

Internal Audit Executive Director

Job Purpose

The job holder is responsible for participating in the Internal Audit Office’s activities, implementing and following up on activities related to the Internal Audit Executive Director, and working closely with various divisions to develop internal policies and enhance operational efficiency.

Key Roles and Responsibilities

Key Functional Accountabilities

• Identify opportunities for continuous improvement of Internal Audit Office management systems, practices, cost optimization, and productivity and efficiency improvement.
• Ensure compliance with all applicable laws, rules, regulations, and standards within WTCO and related functions, including but not limited to HC, HSSE, Risk, and Cybersecurity.
• Escalate problems to ensure cases/issues are closed efficiently and in a timely manner.
• Ensure that all work is carried out efficiently and in line with annual business plans, goals, policies, processes, procedures, and instructions.
• Participate in preparing Internal Audit Office activities and ensure compliance with WTCO instructions and requests.
• Participate in preparing a validating system to ensure all documents, results, memos, and decisions related to meetings of the Internal Audit Executive Director or relevant committees are properly documented.
• Apply protocols and ceremonies accurately and effectively, reflecting a positive image of the Internal Audit Executive Director and WTCO.
• Participate in preparing the proper management of the Internal Audit Executive Director’s calendar and internal and external meetings on behalf of the Internal Audit Executive Director, as needed.
• Coordinate with management to receive all Internal Audit Executive Director meeting information and translate them into action plans in coordination with concerned divisions and stakeholders.
• Assist in preparing the proper management of daily operations of the executive office, including office supplies management, equipment maintenance, and vendor relationships, ensuring the office is well maintained and functions efficiently.
• Participate in preparing the proper management system for transportation and logistics related to the Internal Audit Executive Director, including travel, visits, social events, and meetings.
• Participate in preparing a system for maintaining accurate records, files, databases, document control, and versioning.
• Ensure confidentiality and data security of sensitive information.
• Comply with maintaining confidentiality of information as per established standards, policies, and procedures.
• Participate, as needed, and provide necessary support for human resources–related matters in line with WTCO directions, including conducting initial interviews with senior candidates and preparing briefs for the Internal Audit Executive Director.

Key Communications

Internal Stakeholders

• All Departments

External Stakeholders

• Consultants and Advisors
• Vendors and Suppliers
• Service Providers (agencies, travel agents, etc.)
• Government authorities and entities

Job Qualifications and Requirements

Knowledge and Experience

• 0 to 3 years of relevant experience.

Education and Certifications

• Diploma Degree in Administration or relevant fields.

Version Tracking

• Version: 1.0
• Prepared By:
• Initial Review By:
• Secondary Review By:

Disclaimer

The above job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required for the position. Employees may be required to perform other job-related duties as assigned in accordance with organizational needs.