Job detail

Job description

The successful candidate will report to Finance and IT Manager

The candidate will contribute to the overall effectiveness of the business by performing secretarial duties, providing administrative / technical support, and carrying out clerical tasks within the two entities of assignment.

Administrative Tasks:
¿ Perform full secretarial and administrative support duties towards Sections and both Departments;
¿ Type standard paperwork and correspondence (letters, faxes, memo, minutes, presentations etc) under dictation or draft;
¿ Write-up / translate standard paperwork and correspondence (letters, faxes, memo, minutes, presentations etc) in English or Arabic associated with managers or other professionals;
¿ Define and produce non-standard reports;
¿ Screen telephone calls and take messages, or redirect as necessary;
¿ Attend telephone calls and answer questions on business related issues;
¿ Represent first point of contact for visitors to the company;
¿ Control movements of incoming and outgoing visitors and contribute to their awareness of Company safety guidelines;
¿ Organize, actively contribute to the organization of meetings, conferences & business events in coordination with various parties;
¿ Maintain schedules for Finance and IT Manager & section heads (managing agenda);
¿ Register, record and dispatch incoming and outgoing mail/reports through appropriate channels and ensure proper completeness such as proof-reading, monitoring of signatures, etc;
¿ Maintain appropriate filing system by organizing, archiving, controlling and retrieving produced/received documents/reports (e.g. assigning codes etc.)
¿ Manage the occupancy of meeting rooms and coordinate the required arrangements for meetings
¿ Provide administrative / technical assistance in entities work processes (data entry & updating of database information, verification of information, generating standard reports from the system, etc
¿ Carry out general administration / process administrative documents (e.g. checking timesheets, coordinating leave plans for supported team, issuing requisitions, arrange flight/hotel reservation)
¿ Communicate with internal / external parties to ensure coordination of business processes (e.g. Availability of offshore travel documents by personnel and contracting companies.-etc.)
¿ Requisition standard goods/stationery for the departments / sections
¿ Carry out basic administration and paperwork process (photocopy / scan, dispatching and filing of documentation)
¿ Actively contribute to the general cleanliness, hygiene and safety of the premises and to the observance of company rules and procedures
¿ Maintain good and efficient contacts at own level or at senior management level within company or with external parties
¿ Plan, schedule and control a variety of work processes and own resources to complete periodic administrative / technical assigned tasks

Others tasks:
¿ Manage the planning and missions of both, Finance and Geosciences & Development departments
¿ Assist all the Sections in their day-to-day activities
¿ Contribute to both, Finance and Geosciences & Development reports on weekly basis
for Management meeting and Management Committee
¿ Prepare all official letters
¿ Assist in organizing department functions


Profile expected
¿ Level of education: graduate degree preferably
¿ Excellent communication and interpersonal skills
¿ Fluency (speaking, writing and reading) in Arabic and English is required
French is not required but is a plus
¿ 2 years experience preferably in administration
¿ Proficiency in Windows XP, Microsoft Office package (Planning...etc,)
¿ Curiosity in IT (tools...etc.)

Work Location: Abu Dhabi Main Office