Job Description

Position Details

Position

Administration Assistant/ Secretary

Office / Department

Industry Department - Dubai

Reporting to

IND Manager & Operation Manager

Key Working Relationship

IND Manager

Operations Manager

Team Leader

Coordinator

Inspectors

Customers / Clients.

Other Business lines within BV Dubai.

Minimum Required Qualifications

Specialty

Providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner

Education

Graduate in any discipline.

Training

Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs at a highly proficient level

Siebel, ZIG and AWI in-house training

Technical knowledge

Office administration

Good English communication skill

An understanding of relevant legislation, policies and procedures

An understanding of the northern cultural and political environment

Experience

Minimum 3 years' experience in similar field

Responsibilities / Authorities

Primary Functions

Receive, direct and relay telephone messages and fax messages

Direct the general public to the appropriate staff member

Maintain the general filing system and file all correspondence

Assist in the planning and preparation of meetings, conferences and conference telephone calls

Make preparations for meetings

Preparation of proposals

Updating of AWI, ZIG and Siebel.

Updating Job register for IND Division

Updating of Inspectors Time Sheets on weekly bases.

Preparation of LPO for suppliers

Maintain an adequate inventory of office supplies

Respond to Client inquiries

Provide word-processing and secretarial support

Forwarding reports & invoice to the client/BVCO on timely manner.

Updating the excel sheet for the inspection schedule.

Follow up of DSO with the clients.

Perform any other tasks as & when requested by the Management.

Business Requirements

Report to IND Manager, Operation Manager & Team Leaders.

Implement department policies

Self Management

Providing senior level secretarial and clerical services for IND Team

Stress management skills

Time management skills

Comply with company regulations, procedures and Code of Ethics.

Customer Focus

Understand client needs and work to achieve successful project outcomes.

Develop trust and open communication with BV Team and clients.

Performance Monitoring

Continual Development

The opportunities for improvement in

Professional competencies through attending specific training courses and seminars.

KPI's

Time taken to deliver the reports to BV's client & BV CO.

Information and work done within the allocated timeframe

Updating the External & Internal Work Sheet of schedules.

Time Taken to forwarding the invoices to clients & BV CO.

Monitored By

IND Manager, Operation Manager & Team Leaders.