Business Support Administrator- Maternity Cover

3 months ago

UAE, United Arab Emirates DP World Full time

**KEY ACCOUNTABILITIES**:

- Provide administrative support to the Department Head and all Staff in a manner consistent to meet department goals and objectives including drafting and preparing letters
- Manage the documentation issued and received for the Project team and handing over to filing team as per department protocol
- Preparation of expense claims - medical expenses, school fees, general expenses for the team
- Manage, co-ordinate and follow-up project NOCs and approvals
- Responsible for project records and documentation to be made available on request.
- Assist in completing all required formalities as per department process & procedures to ensure successful delivery of Projects including Project Manager Nomination form and Sign-off forms.
- Tracking and Filing of the financial bonds received for projects.
- Tracking the travel schedule and vacation planning for the Project team.
- Take, prepare and review the Minutes of Meeting of department meeting and assist the team by following up on the pending issues.
- Liaison with the Project Site Office Coordinators in handling the site office administration and following department process and procedures.
- Manage travel plans and expense control for the team.
- Preparing departmental reports, KPI reports, new budgets for the ensuing year, year-end budgeting and financial analysis works for management review.
- Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s values and culture; ensuring the highest level of safety is applied in all activities; understanding and following DP World’s Code of Conduct and Ethics policies
- Perform other related duties as assigned

**JOB CONTEXT**
- The job holder will be required to provide the relevant administration support for smooth running of Project team functions
- The role requires high level of business acumen and confidentiality in dealing with matters related to the Board, Senior Management and the Function department.

**QUALIFICATIONS, EXPERIENCE & SKILLS**:

- Administration / Office Professional Diploma or Certificate
- Bachelor degree level not required but preferred
- Proficiency in Microsoft Applications (Word, Excel, Outlook, PowerPoint, Visio) and usage of Internet
- Excellent verbal and written skills are required. Fluency in English language is mandatory. Arabic, French or Spanish an advantage
- Minimum of 5 years’ experience working as an Administrator within a large organisation
- Previous experience in a project management department not required but preferred

**Skills**
- Very strong administration and analytical skills
- Well-developed planning and organising skills and the ability to perform well under pressure
- Strong attention to detail, accuracy and quality of work
- Self-starter with energy and drive who takes initiative and is proactive in approach
- Adaptable with the ability to manage multiple tasks and juggle priorities
- Strong interpersonal influencing and impact skills skills
- Business acumen and confidence in dealing with senior management
- Team player

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