UAE Nationals Only

Part time | Office Based | 2 days per week

Responsibilities

Business Administration:

• Document Control: Ensure all documents adhere to correct templates and brand standards, manage document control numbers, and oversee the filing systems.
• Communications & Presentations: Prepare, design and provide regular reports, maintain communication with staff across locations, and prepare presentations using standard templates.
• ISO & Audit Support: Assist with preparation and coordination for ISO certifications and audit processes, coordinate insurance renewals, and update the insurance tracker.
• IMS and ESG Support: Support the development and implementation of ESG initiatives, including CSR programs, promoting a culture of sustainability and responsibility while actively contributing to IMS development goals.
• Risk & Crisis Management: Support risk and crisis planning protocols, manage NCRs, and arrange investigation meetings.
• Sanctions Checks & Registers: Undertake sanctions checks for new customers, manage the Gift and Entertainment Register, and update any CTME inputs into NEP.
• Annual Planning Calendar: Maintain the annual planning calendar for business administration tasks.
• Trackers & Compliance: Create and manage trackers for document control areas and assist with trade license renewals and data collection.
• Process Improvement: Streamline office procedures for efficiency, identify opportunities for improvement, and implement feedback.

Reception and General Administration:

• Arrivals: Greet and assist visitors and employees, coordinate with relevant departments, arrange food deliveries, and escort visitors to specific locations within the building complex as required.
• Switchboard: Answer and transfer calls, handle client and employee inquiries with excellent customer service.
• Meeting Rooms: Ensure meeting rooms are set up and reset after meetings, manage catering requirements, write meeting notes when required.
• Office Supplies & Maintenance: Maintain inventory records, manage pantry consumables, handle maintenance requests, and ensure a clean office environment. Assist with office plant care and manage related suppliers.
• Logistics Support: Organize non-project related travel (visas, flights, hotel, etc), coordinate couriers and deliveries, inform staff of deliveries. Manage internal and external events and training sessions.
• Onboarding & Offboarding: Oversee onboarding needs, introduce new staff to team members, and handle offboarding administrative tasks.
• Access & Security: Oversee parking arrangements, monitor and manage access control systems, coordinating with building security.
• PO Creation & Management: Create and manage purchase orders, manage OPEX tables and complete Credit Card Requests and Advance Payment Requests.
• Smartsheet & Tender Support: Develop and update Administration Smartsheets, support with tender documentation, and maintain the management signature log.
• Meeting Minutes & Reporting: Take and type up meeting minutes, file paperwork in Dropbox using document trackers as needed, and obtain appropriate signatures. Complete monthly Etisalat and other data reports.
• Event & Guest Catering: Book and coordinate event and special guest catering.
• Support Across Functions: Provide adaptable, proactive support across all business functions, ensuring alignment with OPEX budget parameters and fostering a collaborative environment.

Person Specifications

• Minimum 2 years of professional experience on similar position.
• Operational efficiency: Can manage daily operations with some guidance.
• Project Management: Assists in project tasks, understands basic workflows. Manages small projects independently.
• Customer Service: Handles basic client interactions, provides standard support.
• Problem Solving: Identifies common issues and follows troubleshooting guidelines.
• Communication: communicates clearly and follows instructions
• Teamwork: Works well within the team, follows instructions.
• Continuous improvement: Actively seeks out learning opportunities and applies new knowledge. Seeks feedback for improvement.