Accountabilities:
• Perform and execute various administrative and operational tasks related to the organisation of the elections of the Staff Representatives, including (but not limited to):
o acting as administrative support to the Election Committee Secretariat, including assisting with the drafting, formatting and finalisation of minutes of Committee meetings.
o preparing, publishing and updating official announcements, circulars and intranet articles related to the electoral process (e.g. call for candidates, voting instructions, updates, reminders).
o compiling, verifying and maintaining voter lists and candidate submissions, supporting the review of candidatures, and coordinating follow up with candidates when clarifications are required.
o coordinating the logistical preparation of Election Committee meetings (distribution of documents, agenda support, access rights management to shared workspaces, archiving of minutes and calendars).
o preparing communication materials and ensuring timely publication on the intranet.
o supporting the use of the electronic voting platform (Polyas), including handling practical queries, monitoring technical incidents, and liaising with stakeholders when issues arise.
o assisting in the management of complaints and queries from staff during the election period, ensuring proper registration, follow up and transmission to the Committee and Legal Secretary).
• Support the lawyers in the day-to-day operational and administrative matters for the unit : prepare documents, take photocopies and handle various administrative requests in line with the Division's operational needs and in compliance with the company's procedure.
• Maintain proper record/documentation and data quality (e.g. preparation and filing of documents related to the HR internal procedures manually and electronically, maintenance of databases) subject to the highest degree of confidentiality.
• Coordinate reporting process for the Division- send reminders/requests to collect data, follow up on timely reception, centralize responses ensuring completeness of information.
• Cooperate with the other assistants in the Directorate and provide back-up as necessary.

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