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Administrative Officer

  • by
  • Full Time
  • Dubai
  • 200 - 20000 USD / Year
  • Salary: 200 - 20000

Confidential

Administrative Officer Jobs in Dubai

 

About the job

Looking for Administrative Officer with Admin Experience or similar role.

JOB DESCRIPTION

Job Title:?Administrative Officer
Department:?Administration
Reports to:?General Manager
Job Purpose:
The Administrative Officer will responsible for Administration, IT support, Human Resource and Finance support to the offices in UAE. The Administrative Officer objectives will be to achieve timely and accurate reporting and, provide seamless operational support to the offices in UAE.

Key Accountabilities:

Administration
1. Ensure smooth running of the offices.
1.1. You will be the first point of contact for the companies and be able to confidently and positively communicate with staff, clients, consultants and suppliers at all levels.
1.2. Acting as a point of contact for all incoming telephone enquiries and personal callers
1.3. Responding to straightforward correspondence through email, written, telephone communication
1.4. Handling and distributing incoming and outgoing post
1.5. First point of contact for visitors to the office, which will include meeting and greeting clients
1.6. Generally, ensure smooth running of the office, manage and monitor office facilities and assigned support services to ensure their effective and efficient operation as well as maintenance; its safety, supplies and services.
1.7. Design and maintain electronic and hard copy filing system
1.8. Organize and distribute communications in a timely manner

2. Ensure procurement procedures and authorization procedures are followed.

2.1. Prepare Purchase Request, Purchase Order and Invoice Authorization Form.
2.2. Sort incoming supplier quotations, invoices and payment requests.
2.3. Code invoices and obtain authorization for payment.
2.4. Filing all invoices, payments and receipts
2.5. Ensure security and confidentiality of data

3. Coordinate arrangements for meetings, visits, workshops and conferences, related to projects.

3.1. Travel and accommodation arrangements.
3.2. Organize and facilitate all meeting, visits, workshops and conferences events.
3.3. Coordinate, organize and take minutes at meetings and supports other department activities as well as functions

4. Be in charge of all flight bookings and travel arrangements for office staff, advisors and consultants; both in-country and international.

5. Be in charge of all visas, work permit and other government requirement for office staff and families, advisors and consultants.

6. Update regional contact list on an on-going basis

7. Prepare the reports which have received from different consultants and send to the client

8. Follow up the renewal of license, certificates etc of the companies and should contact the necessary consultants to complete this process on timely manner

9. Make sure that the company has the up-to-date hard copies of all legal documents such as license etc.

10. Oversee and support the administrative function of the company activities in the region.

11. Provide administrative assistance to senior management staff.

12. And other administrative task as assigned.

IT
1. Provide support in setting up web site of the companies and e- mail addresses of staff through the third-party service providers.

Human Resources

1. Maintain, complete, orderly and accurate filing for electronic and hard copy documents relating to all employment matters such as consultant database, timesheet and others.

2. Assist with recruitment of new staff and organization of orientation.

Finance & Accounting

1. Petty Cash
• Maintain petty cash
• Prepare monthly petty cash reports and reconcile
• Filing all receipts from petty cash

2. Make payments to suppliers and service contractors through the online internet banking system and inform the related manager to approve the process

3. Travel and activity advances

4. Prepare travel and activity advance for staffs, advisors and consultants

5. Liaise with head office, internal & external auditors, bank and other suppliers

6. Other necessary documents required to be submitted to the Auditing Company

 

 

To apply for this job please visit www.linkedin.com.