Contributes to the overall effectiveness of the business by performing secretarial duties, providing administrative support to the team

Facilitates hotels, restaurant sand transportation bookings for missions, seminars, temporary movements and other events end to end.

Assists in setting up and organizing the department\'s internal meetings logistics.

As assigned, acts as interim in the absence of other assistants within the affiliate.

Maintain the general management of the MD/VP workflow, calendar and daily meetings schedule.

Coordinate travel requirements in connection with arrangements for the MD/VP and the team.

Issue Expense Claims for MD/VP and handle Expenses for team (verification & follow up for payment).

Prepare correspondence, PowerPoint Presentations on behalf of the MD/VP.

Ensure the MD/VP is fully briefed on, or prepared for, any engagements they are involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MDs and good management of all arrangements (Taxi / Driver / Meeting rooms, etc.).

Office and Other Costs Management:

Assist in the PR/PO process and expenses validation by finance and MD/VP.

Monitor invoices and maintain a tracker for cost control.

Serve as the point of contact for office management (procurement, office supplies, maintenance, facilities and others).

Manage relationships with vendors, service providers and landlord.

Manage contract and price negotiations with office vendors, service providers and office lease as required; ensure that all items are invoiced and paid on time. Manage creation of vendor code in SAP.

Reporting: maintain monthly reports and track of all office cost, expenses. Update PO tracker, travel tracker, invoice tracker on time. Follow up for invoice payments to ensure they are paid.

Assist in the PR/PO process and expenses validation by finance and MD; Liaise with the cost controller and Accountant department on all invoices and for all providers and maintain a master tracking file for all payments and vendors creation.

Office Management:

Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved.

Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.

Provide general support to visitors.

Organize and coordinate internal and external events as per the Management request.

Offer ID

70151BR

About us / company profile

Give your best to better energy and make the commitment with Total. With over 500-plus professions in 130 countries, we offer high safety and environmental standards, strong ethical values, an innovation culture and wide-ranging career development. Be part of the global team whose mission is already shared by
100,000 employees: to make energy better each and every day.

Salary currency

AED

Candidate profile

At least 8 years of relevant experience in similar role

Excellent communication skills

Proficiency in English, French and Arabic (oral and written) is necessary as this role has to correspond with stakeholder from France and Middle East countries on a regular basis

Has experience and is keen to work in a multicultural environment

Office management experience would be an advantage

Technical knowledge:

o Corporate secretarial practice

o Microsoft Office

o IT literacy

Metier

Administrative Support, Secretarial Support

Branch

Gas Renewables And Power

Region, department, area

United Arab Emirates

Functional discipline

Secretarial/Administrative Support

Experience level required

Minimum 10 years

Employment type

Regular position

Context and environment

The scope of the job entails secretarial andadministrative knowledge and expertise coupled with dedication and strong coordinationwith managers and colleagues. The tasks can easily be achieved with the support,guidance and motivation from dedicated and highly skilled managers and thewhole team/s.

TotalEnergies