Senior Officer, Office Management Masdar (Abu Dhabi Future Energy Company)
Job details
Job Purpose
To organize and coordinate office administration and procedures activities to ensure organizational effectiveness, efficiency and safety.
Key Accountabilities
Office and people management:
Plan, supervise and coordinate the work for the Director, Bids & office / function to ensure the smooth functioning of the office and completion of work within timescales.
Ensure the procurement of administrative and office equipment and supplies as per applicable procedures, ensuring quality, cost-effectiveness and selection of suitable suppliers.
Maintain the schedules relating to the use of facilities, including conference rooms, meeting rooms and others in order to ensure effective planning and allocation of space.
Organize office operations and support and observe the implementation of procedures and best practices.
Maintain the office in proper order and arrange/coordinate for necessary cleaning and maintenance repairs.
Implementation of protocols and logistics (both local and international):
Oversee and ensure that adequate protocols and logistics are followed and executed for all interactions, whether on a local or international level.
Perform the necessary formalities and arrangements for the Director, Bids & Proposals and his subordinates ahead of events and conferences to ensure that all needs such as invitations, badges, parking passes are ready in hand prior to his arrival at those events.
Manage relationships with vendors, service providers, and landlord, ensuring that all items are ordered, invoiced and paid on time.
Assistance with office budget and payments:
Provide input into the development of the office's administrative expenses that accurately represent anticipated costs to allow accurate planning and cost management.
Manage Director , Bids & Proposals office expenditures that include, utilities, telephone etc. and ensure copies are kept in the filling system.
Performance of general administrative duties:
Screen calls, inquiries, emails, and requests professionally in order to ensure that all contacts are dealt with courteously and requests are channelled timely and accurately.
Meet and greet visitors in order to ensure that their visit runs smoothly.
Manage the Director , Bids & Proposals and the team's calendars and coordinate their meetings in order to ensure that calendars are maintained accurately.
Handle the setting up of all types of business meetings including high level meetings with internal and external parties and stakeholders. This includes booking meeting rooms and venues.
Coordinate and arrange all business travel logistics including flights, hotels, meetings, etc. with full detailed business trip pack for each business trip.
Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes; and sorting and distributing incoming mail
Handle routine correspondence in order to ensure timely and accurate preparation/transfer/signature of documents.
Order office supplies as needed to ensure that the needs of daily operations are met timely.
Performance of document control:
Perform document control through ensuring the implementation of relevant procedures, execution numbers, and protocols to reference, file, maintain and update any relevant documents in both hard and soft copies.
Ensure all office files are managed according to confidential and internal processes
Assistance in accounting:
Support budgeting and bookkeeping procedures.
Create and update records and databases with personnel, financial and other data.
Assist with billing by preparing and sending invoices; maintain client databases; track accounts; oversee the invoice workflow and assist in copying and distributing production orders and other internal documents as requested.
Assist the finance team in tracking and managing office expenses.
Submit timely reports and prepare presentations/proposals as assigned
Assistance in document preparation and review:
Prepare background documents and outgoing mail and review and summarize reports and documents.
Take minutes of meetings, generate them and distribute them on a timely basis.
Prepare, draft and execute letters to all stakeholders as requested in English.
Assist the Director, Bids & Proposals and the team with the preparation of presentation materials.
Coordination with other divisions / departments in Masdar:
Work closely with other divisions / departments to ensure that the team receives the required support for their projects and activities.
Coordinate with relevant parties to ensure that marketing and other related materials are drafted, translated, printed and ready for all marketing and media, or executive events.
Work closely with other coordinators to ensure collaboration and alignment of duties and processes.
Support for the smooth flow of operations and contribution to ad-hoc initiatives/work:
Perform system updates and other system-related functions in order to support the team with routine operations via the system.
Support in the coordination with third parties in order to ensure that their delivered operations as per applicable service level agreements.
Support the team in the execution of projects/initiatives as and when required by the Director, Bids & Proposals in order to contribute to the completion of project objectives timely and effectively, and in line with wider plans.
Qualifications, Experience, & Skills
Preferred Qualifications:
Diploma in business, administration or related field
Bachelor's degree in business or related field is an asset Preferred Experience:
3-5 years' experience as an executive assistant or in a senior administrative role gaining exposure to general office processes and senior executive support
Previous work in a multinational organization is a plus Job-Specific Skills:
Fluent in English (professional level)
Good communication skills and able to work in a dynamic fast paced, diverse environment
Ability to prioritize and organize through calendar management skills
Ability to manage own variable workload, ensuring timely and accurate completion of assigned work
Strong knowledge of MS office, including Word, Excel, PowerPoint and Outlook
Must be fully aware of the sensitivity and confidentiality of the department
Attention to detail
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