Job Description

Job Overview

The Operations Officer position is responsible for overseeing accounting and financial operations along with events planning and coordination. This dual role involves accounting duties including invoice management, payment processing, and financial reporting, as well as supporting the planning, coordination, and successful execution of MEFMA events.

This role requires keen attention to detail, attentive mindset, strong organizational and time management skills, and effective communication and negotiation abilities for professional interaction with the MEFMA audience.

An ownership mentality and a flexible, responsible, can?do attitude is a baseline requirement for all MEFMA team members, as each is an ambassador of MEFMA to our members, vendors, and industry.

Roles & Responsibilities

Accounting Responsibilities:

1. Invoice Management:

Overseeing the entire process of MEFMA invoices, ensuring accuracy of amounts, correct calculation of discounts and VAT, and maintaining accurate records

2. Payment Follow-Up and Collection:

Track and follow up on payments, ensuring timely collection and status update on the website

3. Financial Report Preparation and Filing:

Coordinate with the external accountant and auditor in preparing monthly, quarterly, and annual accounting activities, VAT reports, budgets, and other financial reports while maintaining accurate records

4. Payment Management

: Manage all bank transfer / credit card payments and deal with suppliers, banks, and auditors (internal and external audit)

5. Bank-Related Matters:

Manage MEFMA bank accounts, address any issues that arise, and handle any bank-related requirements

6. Team Expenses Reimbursement:

Document team expenses, verify receipts and ensure compliance, submit them to the accountant for review and audit, and ensure timely payment

7. Cheques Collection and Deposit:

Collect and deposit cheques as needed

8. Vendor/ Supplier Registration:

This involves two key parts:

Registering MEFMA as a vendor in external portals and maintaining a record of all created accounts and credentials

Onboarding new suppliers in MEFMA's system by collecting and verifying their trade license and bank account details

9. Petty Cash Management:

Record and manage the petty cash expenses and ensure having sufficient funds all the time

Events Responsibilities:

1. Event Planning and Execution:

Support the Events Manager in the planning, coordination, and execution of all MEFMA Events

2. Stakeholder Communication & Coordination:

Coordinate with internal teams and external stakeholders to ensure clarity and execution of all event requirements

3. Vendors/Suppliers Management:

Identify, communicate, negotiate, and manage relationships with event vendors, suppliers and partners to obtain quotes, coordinate services, and ensure deliverables

4. Industry Partnerships:

Liaise with industry-supporting events and manage barter agreements, ensuring clarity on deliverables and mutual benefits

5. Logistics and Operations:

Assist and coordinate event logistics and operations (pre-event, onsite and post-event) including but not limited to:

Venue bookings and arrangements

Registrations process

Attendee, speaker, sponsors, and partners communications

Event website & collateral updates

Marketing & promotional materials

6. On-Site Support:

Provide support during events to ensure smooth execution

7. Database Maintenance:

Maintain accurate and up-to-date records of event contacts/database / logs, detailed event checklists, timelines, etc

8. Translation:

Manage the translation & review process of event-related documents and reports

9. Equipment Management:

Manage the storage and inventory of event equipment and materials

10. Proposals Preparation:

Prepare and follow up on events proposals, contracts & quotations

11. Industry Events Participation:

Attend and cover industry events locally and regionally, when required

Other duties as required and assigned by the Events Manager and Executive Director

Job Type: Full-time

Pay: AED7,000.00 per month

Application Question(s):

What is your proficiency level in Arabic & English Languages ( Verbal & Written )?
Kindly ensure to give an accurate and true answer.

Education:

Bachelor's (Required)
Experience:

Events or Accounting: 2 years (Required)
Language:

arabic (Required) english (Required)
Location:

Dubai (Preferred)
Willingness to travel:

* 25% (Preferred)