Senior Administration Officer
Dubai, United Arab Emirates
Job Description
The Senior Administration Officer will provide high level support to the client function and leadership. This role would be critical to support planning and administrative systems and ensure the client, leadership and broader team effectively and efficiently deliver operational excellence. The role will entail handling sensitive and complex issues, in a profession and objective manner. Responsibilities will include:
- Provide day-to-day administrative support to the client; arranging meetings/appointments and organize calendars
- Manage the client\'s team\xe2\x80\x99s logistic arrangements for all business travel & accreditation for meetings / events
- Maintain department\xe2\x80\x99s office systems, including data management, filing systems and office supplies, IT infrastructure and inventory keeping
- Maintain the client\'s team portal, managing trackers of templates, policies, procedures and submitting them for regular review to ensure the data and contents are up to date
- Maintain up to date contact details of all ministries, embassies, government agencies & respond to requests as required
- Support in the coordination of the VIPs and delegation visits to the client Head Office, including but not limited to preparation of visit itinerary, visa arrangements, room bookings and all other requirements
- Maintain good relations with internal business support leads across all functions and secretaries of key individuals in government and foreign embassies
- Coordinate with Business Units/regions to obtain content to be used in presentation, to ensure there is a library of content readily available to the department and ensuring the information is reviewed on a regular basis to maintain accuracy
- Support the client\'s leadership with all budgets within the department\xe2\x80\x99s area of responsibility, helping to ensure all expenditures are held within approved budget limits, and processing of all quotations, POs, invoices, and payments are processed in a timely manner
- Tracking and managing all contracts within the department, ensuring that all contracts are reviewed in advance of expiry date
- Manage client\'s meetings, include preparing agenda, producing minutes of meetings, and circulating accordingly
- Perform other duties as assigned by management
- The successful candidate will have a minimum of 5 years\xe2\x80\x99 experience in providing secretarial and business support to executive level management
- The successful candidate will be well educated to tertiary level.
- Outstanding communicator: A high level of proficiency and sophistication in both spoken and written English is essential. Other language skills will be a significant advantage, fluency in Arabic is desirable
- Strong inter-personal skills are important as the role requires the ability to create and sustain relationships across a diverse range of constituencies. Accomplished skills in communication and team working are necessary, as is sensitivity to cross-cultural differences and a positive perspective on issues of diversity and inclusiveness.
- Good knowledge of governance and business control frameworks
- Ability to work effectively in cross-cultural and diverse stakeholder environments
- High degree of discretion; unquestioned and uncompromising personal and business integrity.
- Ability to multi-task and manage complexity and highly fluid situations.
- Ability to manage and deliver against compressed deadlines.
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Job Detail
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Job IdJD1556842
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationDubai, United Arab Emirates
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EducationNot mentioned