Our client is in the aviation industry. They are gradually
expanding the fleet of narrowbody aircraft as well as their
presence in the emerging markets.
Refer and comply with the Accountability matrix of Administration team and supports the HR & Administration Manager on the implementation as well as addressing delays, risks evaluates constraints or identify consolidation opportunities.
Actively updates concerned parties to record tasks and milestone completion
Coordinate, monitor, supervise and record the day to day activities of the PRO/ Driver to ensure that all administrative support services are being delivered in an efficient and satisfactory manner.
Define, plan, maintain and report the daily, weekly and monthly schedule of administrative support services as agreed with Administration Manager & other concerned parties. Provide the timely report to HR and Administration Manager.
Escalates aged items in a timely manner if follow up with concerned parties has not been successful.
Establishes and maintains tracking mechanisms for Request for Information (RFI) and Request for Documents (RFDs). Responds to general requests for information from the team, coordinating responses appropriately with HR Manager. Ensures responses are given within agreed timeline
Executes day to day administrative support tasks, including documenting and controlling incoming and outgoing data and files.
Creation and maintenance of all physical and electronic filing, archiving and document control mechanisms and accurate filing system.
Ensure cleanliness and orderliness of the office environment taking particular care to the maintenance and housekeeping.
Maintaining a welcoming atmosphere especially to the visitors.
Ensures that the office telephone system is manned appropriately at all times and all calls received are handled according to the best practice.
Ensure that all employee-related administration support are processed in an efficient manner such as employee visas, Emirates ID, Medical, reimbursement, other employee administration related services as approved by the HR and Administration Manager.
Responsible for petty cash management, records of expenses, LPO registration in ERP system for all the required invoices received in conjunction with Finance and Accounts Department.
Ensure that the office equipment, vehicles and other property of the company is managed and maintained as needed. This includes insurance, registration, Salik, Eppco Petrol cards, Fines, etc.
Coordinate with service providers’ insurance renewals for the companies - including but not limited to a vehicle, professional indemnity, third party liability, workmen’s compensation, medical insurance etc.
Trade license Renewal
The above items are not an exhaustive list. The employee will be expected to undertake additional tasks that are appropriate for their level and skills as assigned by HR and Administration Manager.
COMMUNICATIONS AND WORKING RELATIONSHIPS:
Internal: Corporate Services Team, Operations & Commercial Team
External: Travel Agencies, Consultants, Company Guests, Authorities & Government entities, Banks, Third Party Suppliers
KNOWLEDGE, SKILLS AND EXPERIENCE:
Knowledge & Experience:
Minimum 3 yrs. experience in business and office administration, customer service.
Advanced skills with MS office programs
ISO awareness is an advantage
Must have strong verbal communication skills
Must be fluent in English (vocabulary and grammar)
Knowledge of other languages (i.e. Russian, Arabic, etc.) is an added advantage
Strong organizational and administrative skills
Knowledge of HR and ERP systems
Self-starter and proactive
Pleasing personality and good customer service
Organized and methodical
Good data analysis
A summary of the working conditions:
• Opportunity to further develop your skills and potential and grow in a dynamic multinational company
• Competitive remuneration package
• Team building events
If you are interested, please send your CV in English.
All applications will be treated in strict confidentiality. Only short-listed candidates will be contacted for an interview. IC Recruiting Ltd. Recruitment license from National Agency of Employment No 2087/22.07.2016.