Personal Assistant

2 weeks ago

Dubai, Dubai, United Arab Emirates TotalEnergies Full time

Pays
Emirats Arabes Unis

Lieu
Dubai

Lieu de travail
DUBAI-U BORA TWRS(ARE)

Société employeur
TotalEnergies Renewables Development Middle East

Domaine
Assistance / Secrétariat

Type de contrat

CDD

Durée du contrat
1

Expérience
Minimum 10 ans

  • At least 8 years of relevant experience in similar role
  • Excellent communication skills
  • Proficiency in English, French and Arabic (oral and written) is necessary as this role has to correspond with stakeholder from France and Middle East countries on a regular basis
  • Has experience and is keen to work in a multicultural environment
  • Office management experience would be an advantage
  • Technical knowledge:
  • Corporate secretarial practice
  • Microsoft Office
  • IT literacy

Activités

  • Contributes to the overall effectiveness of the business by performing secretarial duties, providing administrative support to the team
  • Facilitates hotels, restaurants and transportation bookings for missions, seminars, temporary movements and other events end to end.
  • Assists in setting up and organizing the department's internal meetings logistics.
  • As assigned, acts as interim in the absence of other assistants within the affiliate.
  • Maintain the general management of the MD workflow, calendar and daily meetings schedule.
  • Coordinate travel requirements in connection with arrangements for the MD and the team.
  • Issue Expense Claims for MD and handle Expenses for team (verification & follow up for payment).
  • Prepare correspondence, Power Point Presentations on behalf of the MD.
  • Ensure the MD is fully briefed on, or prepared for, any engagements they are involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MDs and good management of all arrangements (Taxi / Driver / Meeting rooms, etc.).

Office and Other Costs Management:

  • Assist in the PR/PO process and expenses validation by finance and MD/VP.
  • Monitor invoices and maintain a tracker for cost control.
  • Serve as the point of contact for office management (procurement, office supplies, maintenance, facilities and others).
  • Manage relationships with vendors, service providers and landlord.
  • Manage contract and price negotiations with office vendors, service providers and office lease as required; ensure that all items are invoiced and paid on time.
  • Reporting: maintain monthly reports and track of all office cost, expenses. Update PO tracker, travel tracker, invoice tracker on time. Follow up for invoice payments to ensure they are paid.
  • Assist in the PR/PO process and expenses validation by finance and MD; Liaise with the cost controller and Accountant department on all invoices and for all providers and maintain a master tracking file for all payments and vendors creation.

Office Management:

  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved.
  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.
  • Provide general support to visitors.
  • Organize and coordinate internal and external events as per the Management request.

OTHER OBJECTIVES

  • Ensure adherence to compliance processes and guidelines specific to position's roles and responsibilities.
  • Work on different projects within the team or with other teams as and when required.
  • Manage coordination with different departments for executing tasks.
  • Maintain respectful and professional rapport with all team members.
  • Be proactive in achieving and completion of tasks. Take lead in completing given tasks and responsibilities.
  • Help the team as and when required for responsible areas.
  • Complete, assist with other Adhoc works as delegated.

Contexte et environnement

The scope of the job entails secretarial and administrative knowledge and expertise coupled with dedication and strong coordination with managers and colleagues.

The tasks can easily be achieved with the support, guidance and motivation from dedicated and highly skilled managers and the whole team/s.

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