Office Administrator

5 days ago


Dubai Free Zone, United Arab Emirates Kirintec International DMCC Full time

Kirintec is an exciting and ambitious R&D led company that specialises in the design of innovative Counter-IED, Counter-UAS and Electronic Warfare technology. Since 2008 we have developed and delivered innovative products that have seen service in some of the most demanding environments in the world. We provide ECM systems and other battle proven capabilities that are in daily use globally with government and non-government organisations protecting lives from the continuously evolving security and terrorist threats.

People are one of the best assets we have. We actively seek talented individuals that have a proactive and dynamic approach and who are looking for their next career move. We enjoy a unique working environment and ensure that whether out in the field, or here in the office, everyone strives to add value that benefits our customer base

Finance is here to serve our customers who are the senior managers and board of directors of Kirintec. We report on the performance of the business. We strive to be a trusted partner and make sure there are no surprises. We will provide high quality, reliable, timely and accurate information that will support the business with its decision making.

This role is a key role within Finance

Main duties of the position
To ensure the smooth running of the office in Dubai and to efficiently process purchase invoices for all companies in a timely manner.

This is a hands-on role.
**Key Responsibilities**
- Multi-currency, multi company purchase invoice processing including invoice approval / verification where applicable
- Company liaison with Dubai banks
- Organise new visas/visa renewals for company personnel
- Arrange renewals of business licence (every 3 years) & lease
- Arrange annual renewal of business insurance
- Process holiday approvals on shared spreadsheet
- Assist with year-end audit for all entities
- Assist with month-end process for all entities
- Process staff expenses, pre-payment cards, credit cards and policing travel arrangements
- Update FX rates monthly to agree with UK HMRC rates
- Quarterly review of aged creditors & inactive suppliers
- Daily reception tasks including but not limited to;Greeting guests

Receiving deliveries, Dealing with incoming and outgoing mail
Supporting other office members with their administrative requirements
Co-ordinating office opening up and closing each day
- Office services and supplies including but not limited to;
Mobile and fixed line phone contracts (UAE) / Copier (UK) / Stationery (UAE & UK) / Utilities (UAE) / Provisioning the kitchen / Managing and reconciling office petty cash (UAE) / Keeping all relevant UAE certificates and registrations up to date
- Supporting any visitors to Dubai with their travel arrangements and accommodation bookings if required
- Office Maintenance including but not limited to; Making sure the office is kept clean and tidy, enforcing a clean desk policy

Scheduling maintenance tasks and making sure that they are organised and carried out appropriately
Making sure any necessary unscheduled maintenance tasks are carried out quickly and efficiently
Co-ordinating recycling and shredding
- Providing cover where possible for other office staff in their absence
- Providing administration support for UK and USA staff if required
- Assisting with IT provisioning
- Any other reasonable duties required to support the company in meeting its objectives
- Have due regard for PV Grading, F680 and Export Licence Controls
- Working to Kirintec’s ISO standards
- Adhere to all Kirintec processes and policies
- Adhere to the national security framework in accordance with Security Requirements for List X Contractors

**Essential Skills**
- Previous Office Administration experience
- Experience of Purchase invoice processing on Sage or other similar finance software package
- Ability to work within a small, flexible and dynamic team
- Excellent interpersonal and communication skills (both written and verbal)
- Articulate, numerate
- Accurate and Organised
- Attention to detail
- Self-starter
- Computer literate
- Eagerness to learn
- Absolute discretion
- Energy, flexibility, enthusiasm, persistence and commitment.
- The motivation to succeed and make a difference whilst performing in a pressured environment
- The wherewithal to acquire new skills and drive the role forward

**Essential Software Packages**

Sage 50 (or similar)

Microsoft Excel/Word/Powerpoint/Outlook

**Job Type**: Permanent

**Salary**: AED4,000.00 - AED5,000.00 per month

**Experience**:

- accounts payable: 3 years (required)

**Language**:

- English (required)

License/Certification:

- and current employment visa to work in Dubai (required)



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