Secretary

Job Description

JOB PURPOSE:
• Providing efficient and high quality executive and administrative support service to the GM
• Improving systems and take ownership of work and projects in a proactive and positive manner, recommending solutions as appropriate.
• Providing support and cover for other team members.
• Liaising, communicating and maintaining relationships with internal and external parties, as appropriate, in a highly professional, diplomatic and friendly manner.
• Liaising with suppliers if necessary
• Managing office Management Duties including managing petty cash, liaising with contractors and office suppliers, managing stationary supplies and other office management tasks
• Managing Office Support team including performance management and reviews
• Supervisory responsibility for management of outsourced office cleaner and security staff
• Assisting Heads of Department/Senior Managers with administration where necessary on an ad hoc basis
• Answering phone and filing
• Any other duties delegated by management

KEY RESPONSIBILITIES:
• Organizing meetings for the GM which includes ensuring all material is prepared and documents collated to a high standard, and sent out to participants before meeting
• Diary Management including booking meetings and forward planning on future meetings/actions
• Making travel arrangements including booking flights, hotels, itineraries
• Typing correspondence including meeting requests, email drafts, letters, collating monthly management reports, reports, data analysis and research
• Liaising with external stakeholders/suppliers where necessary
• Ensuring Office Support team liaise with suppliers

Skills

Key Skills, Qualifications and Experience: 
Essential
• 3 years previous experience as an Executive Assistant to General Manager 
• Exceptional MS Office skills including MS Word, Excel and PowerPoint, Outlook 
• Excellent English communication skills 
• Must have excellent, proven administration skills including ability to work with accuracy and attention to detail at all times 
• Ability to exercise confidentiality and discretion and experience of handling sensitive data 
• Excellent organizational skills with the ability to multitask 
• Ability to take initiative in aspects of work and demonstrate a proactive approach using common sense 
• Ability to maintain a calm and positive demeanor in demanding situations and displaying a sensible approach to work 
• Confident, professional, assertive and diplomatic work approach; a positive and energetic team player 
• Ability to work unsupervised and take ownership of projects, as required, to completion 
• Strong work ethic including professional presentation of self and ability to work extended hours when required 
• Currently located within the UAE and able to start work immediately 
• Experience of managing staff 

Preferred 
• University degree 
• Arabic language skills

Procurement Assistant

Job Description

– Procure supplies, equipment, services, and furnishings.
– Plan and coordinate time and delivery of purchases.
– Ensure that accounts have funds available for items being purchased.
– Research and evaluate suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities as well as the reputation and history.

 

Skills

– Good communicator, interpersonal and negotiation skills.
– Thorough knowledge in MS Word and Excel applications.
– High Computer Literacy.
– Minimum 3 years of experience.

Operations Manager

Job Description

  • Coordination and Supervision – Coordinate, manage and monitor the workings of various departments in the organization.
    • Financial – Utilize financial data to improve profitability. Prepare and control operational budgets. Control inventory. Plan effective strategies for the financial well being of the company.
    • Best Practices – Improve processes and policies in support of organizational goals. Formulate and implement departmental and organizational policies and procedures to maximize output. Monitor adherence to rules, regulations and procedures.
    • Monitor performance and implement improvements. Ensure quality of products. Manage quality and quantity of employee productivity. Manage maintenance of equipment and machinery. Provide technical support where necessary.
    • Communication – Monitor, manage and improve the efficiency of support services. Facilitate coordination and communication between support functions.
    • Sales, Marketing and Customer Service – Manage customer support. Plan and support sales and marketing activities.
    • Strategic Input – Liaison with top management. Assist in the development of strategic plans for operational activity. Implement and manage operational plans.

Skills

• College degree in business administration, commerce, management, industrial technology or industrial engineering. Certain schools offer bachelor’s and master’s degrees in operations management. 
• Knowledge and experience in organizational effectiveness and operations management
• Knowledge of business and management principles and practices
• Knowledge of financial and accounting principles and practices
• Knowledge of human resource principles and practices
• Knowledge of project management principles and practices

HR Administrator

HR Administrator

  • To provide advice and administrative support to recruiting managers on all aspects of the recruitment process from drafting of job descriptions to preparing and/ or advising on shortlisting and interview process.
  • Accurately maintain personal files both manual and electronic
  • To offer advice and support to staff, managers and directors on policies, procedures and systems as required
  • Ensure payroll paperwork ( starts, leavers and changes) is accurate and complete for submissions and respond to payroll queries swiftly and effectively
  • Prepare contracts for new starters and variations for existing staff as required
  • To coordinate and administer regular activities such as annual pay reviews, job evaluations etc.

Skills

  • Recent experience in a similar HR Admin role in financial services is essential
  • Ability to multi-task & prioritize
  • Must be a team player that works well under pressure
  • Ability to handle sensitive and confidential information at all times
  • Ability to prioritise and multitask
  • Ability to work under intense pressure and meet deadlines
  • Good organisational skills, ability to use own initiative and be proactive
  • Excellent telephone manner
  • Strong numeracy skills
  • Excellent attention to detail
  • Hardworking, together with a willingness to work extended hours where necessary
  • Professional approach with ability to liaise with clients at all levels
  • Ability to work independently and manage one’s time
  • Ability to keep information organized and confidential
  • Advanced user of computer applications, such as Microsoft Word, Excel, Outlook and PowerPoint

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