Job Purpose
Under the supervision of the Director - EIPM, the Job Holder is responsible for contributing to the day to day smooth functioning of the department by providing office administration functions for ECD, EB and Commercial Sites along with secretarial functions for Director - EIPM.

Principal Accountabilities

• Provides comprehensive secretarial assistance to the Director.
• Receives telephone calls, records and relays messages.
• Receives and attends to the guests/ visitors.
• Manages the HRMS of the department (leave entry, leave resumption, documents of record, etc.) and other employee services related requests through Ask HR.
• Records, monitors and maintains the Time and Attendance System. Provides monthly attendance report.
• Handles petty cash, monthly reimbursements and expense claims.
• Raises purchase requests for miscellaneous requirements such as IT equipment, stationery and office supplies, printing materials, pantry items, office furniture and other consumables. Includes services charges for courier, trainings, seminars, conference and other events. Completes the procurement process (PR, PO, GRN).
• Arranges JAFZA gate pass, hotel bookings and business travel requests through Travel Management System (TMS).
• Assists in the preparation of correspondence, presentations and reports including meeting agenda, minute taking, confidential documents, emailers, etc.
• Schedules and organizes meetings, customer and stakeholder visits.
• Assists and coordinates in the preparations for all the events hosted by the department such as trainings, awarding/ recognition, team building/gathering, CSR/campaigns and other activities/ programs.
• Office/ company stamp custodian.
• Liaises with other departments (GHR, GIT, GPC, Finance, Admin and Facilities, GC and other support/ service provider) for any requirements.
• Coordinates with the office assistant and supports the entire team.

Minimum Requirements

• Secondary Education plus 1 - 2 years Certificate/ Diploma in Administration/ Secretarial Course.
• 3-5 years clerical experience in Oil and Gas Industry.
• Good communication and interpersonal skills.
• Sound knowledge of Microsoft Office and Oracle applications.

ENOC