Job Details

Strategy: 
• Take overall responsibility for the strategic development in compliance to set departmental objectives, IMS, company policies and procedures 
• Ensure seamless operations of the Administration Department along with GM’s office outputs. 
• Improve customer satisfaction and deliver the business commitment through identifying efficiencies which meets and whenever possible exceeds expectations. 

Delivery: 
• Implements, evaluates, develops, and recommends continual improvement of office procedures and practices (Local Work Instructions) 
• General Administration duties including but not limited to preparing correspondence, documentation, drafting and distribution, maintain spreadsheets, statistics, minute taking, reports and databases including typing, encoding, data processing as needed via excellent use of MS office applications or other related software. 
• To provide executive support to the General Manager and Operational Managers including taking minutes of the meeting as required, management reports and timely scheduling of Board Meetings and stakeholders as needed. 
• Budget Management and Petty Cash. 
• Control and monitor the performance of subcontractors providing services including contract renewals, review, establish KPI to ensure compliance to quality and service standards and value for money at all times. 
• Maintain Asset Register that all Commercial and Procurement transactions are added to the register and that all written off assets are removed from the Register and disposed of as per the Company Policy and, wherever possible to extend the lifecycle of Assets. 
• Develop branding strategies in accordance with the Company’s brand promise. 
• Carry out regular Quality Control checks of all outputs of the department. 
• Reception duties (in the absence of both Receptionist and the Administration Coordinator, whilst on leave, break, sickness etc.) and attend to requests related to KPI as needed. 
• Perform and carry out projects, ad hoc tasks, duties, CSR and monthly reports 

Planning: 
• Review costs and cash flow forecasting for the Admin Department, wherever possible without detriment to the business outputs, rationalize and reduce by reviewing/revising work processes, procedures and procurement etc 
• Produce a plan for the services requirement from Admin and ensure that suitable resource is available at all times 
• Contribute to the planning and delivery of key company events including but not limited to Board of Directors’ meetings, CSR, Awareness campaigns or as required from the Admin team. 
• Ensuring all assets are labeled, maintained and breakdown is proactively managed ensuring emergency measures are in place and continuity of services. 


Leadership and Supervision: 
• People accountabilities, staff management and supervision of office support staff including allocation of day to day task, provision of guidance and taking rational decisions to ensure they provide the services required as per service standards 
• Direct reports performance management includes but not limited to set and agree challenging SMART objectives and complete Midyear and End Year performance reviews. 
• Ensure develop skills set of a team member during periods of leave and absence, by this means service continuity achieved at all times and lead by example. 
• Ensure clear ownership and responsibility among Administration Services team for each output. 
• Direct reports leave management planned by Quarter 01 of the year.

Skills

To be considered, you need to meet the following criteria: 
• Excellent English Language (written and spoken). 
• Thorough understanding of health and safety concepts. 
• Excellent word processing skills. 
• Minimum 2 years’ experience working in a similar position. 
• Minimum 2 years relevant Supervisory experience. 
• Hold a relevant diploma, degree or equivalent work-related experience. 
• Excellent knowledge of office administration and administrative quality systems. 
• Excellent computer Skills (Word, Excel, PowerPoint etc.); 
• Mature, detail-minded, self-motivated and responsible. 
• Able to maintain strict confidentiality in performing duties 
• IELTS certified (6 minimum) or equivalent. 
• Due to the specific requirement of the position, only Female UAE nationals will be considered. 

Other desirable criteria are: 
• Marketing and branding skills. 
• Finance Background. 
• Drive to make a difference. 
• Proactive and multi-tasked and able to work under pressure to meet deadlines. 
• Experience in managing sub-contractors. 
• High degree of flexibility and able to multi task and adapt to changing situations.