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Business Support Administrator

4 weeks ago

UAE, United Arab Emirates DP World Full time

**KEY ACCOUNTABILITIES**:

- Provide confidential and professional support, delivering on day-to-day administrative functions and update on the department tasks and responsibilities
- Manage the coordination of calendars (as required) for department ensuring smooth flow of meetings and follow up on meeting agenda and actions with team members
- Make necessary arrangements for Business travel as required. This includes preparing itinerary, coordinating with travel agents, hotel booking, visa formalities and arrangements for travel allowance with Finance department so as to ensure that all aspects of business travel are taken into account well in advance
- Collect and process invoices, bills, direct debits and expenses claims (RFPs, BTR etc) on behalf of the department and maintain a system of record management to enable the accurate preparation of monthly reconciliation and ‘against budget’ summaries
- Proactively work and ensure that continual recommendations to improve departmental administrative functions are developed and implemented.
- Review departmental documents prior to submission, to ensure accuracy of data and compliance with company established formats, procedures and policies, and recommend revisions as required
- Ensure filing systems are maintained and current
- Establish procedures for record keeping, monitor record keeping, ensure security and confidentiality of data
- Ensure office policies and procedures are being adhered to analyze and monitor internal processes
- Monitor and maintain office supplies inventory
- Review and approve office supply acquisitions
- Prepare, complete and submit expense reports
- Make decisions and delegate work to others in the Manager's absence
- Work independently on coordinating, overseeing and executing specific projects with the consultants and contractors and Business unites.
- Assist in planning and arranging group events
- Handle Business Units inquiries and complaints
- Follow up the implementation of the daily tasks with the projects team, consultants and contactors.
- Ensure that all expense reports such as petty cash/international expense claims/entertainment expense claim (international and local), telephone bills and corporate visa credit cards, etc. submitted by the Jafza Departments for the CFO’s approval are backed up with proper supporting documentation.
- Perform the administrative work associated duties as assigned by direct line manager in related to the following business units:

- DPW
- Jafza
- Customs
- PCFC Hospitality
- DMCC

Perform other related duties as assigned

**Other**:

- Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s Principles, 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

**JOB CONTEXT**:
The job requires a person who has overall knowledge of the company with an up-to-date knowledge of our business as well as a pro-active attitude to work.

The role requires high level of business acumen and confidentiality.

**QUALIFICATIONS, EXPERIENCE & SKILLS**:

- **Education / Qualifications / Professional Training**:

- Administration / Office Professional Diploma or Certificate
- Bachelor degree level preferred
- **Work Experience**:

- Minimum of 5 years’ administrative experience working as an Office Manager or Administrator / PA for Management level within a multinational/global organisation

**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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