JOB PURPOSE

The jobholder is responsible to maintain effective office management and perform secretarial and a variety of administrative and coordination activities to support the Chief Executive Officer.

It\xe2\x80\x99s important for the jobholder to perform in this role to cope with the dynamic and strategic environment of prioritizing the schedules of the CEO and controlling all correspondences or documents related to all company divisions and coordinating with different levels of employees and outside parties with tact, courtesy, evaluating nature and importance of visitors for CEO to maintain smooth and harmonious functioning of the tasks.

The jobholder has to maintain high level of confidentiality and regularly monitor and follow up the daily activities in order to be always ready to provide up-to-date status/ progress of all matters dealt by CEO, the jobholder contact with all levels in the company, the Owners, and external contacts.

KEY ACCOUNTABILITIES

Reception & Communications

• Communicate directly, and on behalf of the CEO, with Borouge ADP Board of Directors, Board Advisory Committee Members, Owners Representatives, and others, on matters related to BAC and Board Meetings, approvals, etc.
• To provide a bridge for smooth communication between the CEO and Executive and Extended Leadership Team within the Company; demonstrating leadership to maintain credibility, trust and support with Senior Management staff.
• To receive and answer telephone calls, take down / relay messages, and answer routine queries.
• Carries out reception duties at assigned office. Includes receiving people coming into the office of assigned supervisor, answering queries and scheduling appointments. Answers and makes telephone calls. Takes down and passes messages as directed.
• Receives sorts and distributes all incoming mail. Makes copies as needed and presents to supervisor. Prepares outgoing mail for dispatch. Maintains a proper register for incoming/outgoing mail. Ensures direct delivery of confidential material/mail.

Events & Meetings\xe2\x80\x99 Coordination

• Completes a broad variety of administrative tasks for the Borouge ADP CEO including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and details travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• To maintain and organize CEO\xe2\x80\x99s diary and schedules for meetings/appointments/ contacts, prioritize his tasks and render assistance to ensure effective time management.
• To arrange meetings and appointments for the CEO, receive visitors, enquire reason of visit for screening before directing to CEO\xe2\x80\x99s office.
• To prepare detailed Travel Itinerary for CEO\xe2\x80\x99s business trip, coordinate for the arrangement of CEO\xe2\x80\x99s travel abroad related matters, and to coordinate with Shareholder Companies and their representative offices in Abu Dhabi and abroad during BAC & BOARD Meetings or other matters.
• To ensure arrangement of conference room and refreshments for meetings and workshops.
• Performs other similar or related duties as assigned such as liaison with concerned personnel on all visa, travel and accommodation mattes involving Divisional employees; circulating correspondence and periodicals as instructed.

Correspondence & Documentary

• Maintains updates and files the division\xe2\x80\x99s documents.
• To contribute in the preparation, compilation and development of BAC & BOARD Presentation slides, reports, shareholders\xe2\x80\x99 reports, and general management reports.
• To maintain an efficient online computerized tracking system for all Incoming and Outgoing correspondences/documents for the current and previous years; and follow-up with Owners Representatives offices for pending approvals.
• To collect UAE Nationals\xe2\x80\x99 monthly meeting minutes from all Groups/Functions, and prepare the statistics reports and submit to the CEO on Quarterly basis.
• To prepare and distribute Crisis Management (CMT) List for Senior Management on weekly basis
• To take dictation, draft correspondences from brief notes or verbal instructions, type in English, proof read all documents and dispatch to the concerned.
• To maintain confidential and general files, and keep required office stationery and supplies.
• Files correspondence and other records related to the activities of the Division. Maintains and updates files. Establishes and improves own filing system. Requisitions, maintains and distributes office stationery and supplies.

Data Entry

• Types, proof-reads and distributes a variety of material such as letters, cables, reports and tabulations. Includes entering, amending and retrieving information, and performing security copying and archiving of documents.
• To apply computer programs to prepare slides for management presentations and workshops.
• Compiles or coordinates the compilation of data and prepares in the form of reports, analysis, tabulations, etc. Distributes data as instructed. Drafts letters/memos and routine correspondence for supervisor\xe2\x80\x99s signature. Screens outgoing correspondence before approval

Borouge Corporate Responsibilities

• Understand and keep abreast about Borouge\xe2\x80\x99s vision, mission, main strategies and objectives. And to live and exercise Borouge\xe2\x80\x99s values with all colleagues and stakeholders.
• To keep abreast and knowledgeable about his / her role contribution towards the areas of Health, Safety & Environment (HSE), Sustainability, Energy Management, Ethics & Regulations, and Quality Management and its respective policies, frameworks, procedures, and objectives.
• Comply, support and enrich the culture and understanding of it through his / her communications with the internal and external contacts
• Participate and contribute in the design, development and establishment of an Integrated Risk Management Framework within the Unit while identifying and assessing relevant domain risks and implement measures to manage and mitigate all identified risks within the function.
• Ensure corporate business ethics and Company\xe2\x80\x99s Code of Conduct are communicated to employees within the function in compliance to the Corporate Policies and guidelines.

Departmental Plans

• Plan, organize and coordinate all activities in the assigned tasks and respective procedures to meet departmental objectives.
• Keep aware and knowledgeable about the respective processes\xe2\x80\x99 owners, policies, procedures, forms, and other relevant information.
• Support in the reporting of the respective section / department budgets and any cost-related activities
• Contribute to the reporting of the approved Performance Objectives for the section / department in line with the company\xe2\x80\x99s performance framework, and KPIs
• Analyse and address any significant variances to support effective performance and cost control
• Draft, prepare, and recommend the required reports on work activities, projects, processes, etc. to next level manager in line with business requirements.

Processes & Systems

• Implement approved the respective policies, processes, systems, standards and procedures in order to support execution of the work programs.
• Perform the procedures / SOP in line with the respective processes and activities to ensure timely processing.
• Provide timely information to the internal / external contacts in line with the approved policies and procedures.
• Provide with feedback on updating and implementation of new tools and techniques to improve the quality and efficiency of processes.
• Make sure full compliance to Quality Management System\xe2\x80\x99s controlled documents, and implemented practices in line with ISO standards to ensure consistency in the respective processes.

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal

• Owners Representatives
• Leaders in Borouge ADP
• All Borouge ADP Staff

External

• Other OPCOs CEOs & Leaders
• CEO Guests

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS

Minimum Qualification

• University Degree in Business, Management or any other Discipline.
• Fluency in English Language is a must
• Technical Writing Course is required
• Knowledge in Microsoft Office, Windows and Internet Browsing
• Typing in both Languages (Arabic & English); and exceed 70 wpm.

Minimum Experience & Knowledge & Skills

• Minimum 5 \xe2\x80\x93 7 years of experience in total years of experience in office work, preferably in communication designations.
• Hands on and working knowledge of prevailing popular spreadsheets.
• Should be able to operate facsimile, photocopier, and various office machines and operate company\xe2\x80\x99s applications related to the division
• Advanced communication skills
• Advanced technical and formal writing skills
• Good interpersonal skills
• Attention to details

ADNOC