Administrative Assistant

6 days ago


Dubai, United Arab Emirates Nexans Full time

**Location**:Dubai, AE**Function**:Administration & Facility Management**Employment type**:Full Time**Required experience**:Experienced - over 5 years**Reference ID**:72759Administrative Assistant
- Nexans (GCC) have an operning for an Admin Assistant position. The role will be providing assistance to all employees in Nexans Dubai in terms of administrative and secretarial operations relevant to his/her work and keep records as needed- The responsibilities includes:
**Office Administration & Secretary**
- Manage and monitors the paper and electronic correspondence, telephone, fax messages.
- Prepares correspondences, reports and other documents as per instructions
- Manages carefully all issues and correspondence related to government departments, file documents in proper order
- Organizes board meetings and follow-up correspondences and relevant documents
- Manages all phone calls & hospitality
- Preparing submittals for the projects, including printing, organizing, and binding of several hard copies per project.
- Office maintenance, janitor activities, and supplies
- Office rent, contracts renewals, post box, insurance, safety, fire alarm, import code, and relocation related activities
- Maintains and files all documentation systematically and safely and ccoordinating with Europe offices for documentations
- Documents filing, typing, copy & scan, for office and team members
- DMCC share transfer and board of directors' updates
- DMCC office licenses & audit reporting, and DMCC fire and safety approvals
- DMCC office remote inspection
- Managing office and employees IT requirements with MERA IT team in Qatar, including workstations maintenance and IT supplies.
- process

**Accounting**
- Day-to-day cash management
- Accounts payable and accounts receivable, and LPO preparation
- Assisting finance manager in various accounting functions
- Proof of payments & invoices handling with other Nexans offices abroad
- Preparing and verifying expenses and approving expenses in Navision
- Sending invoices to Italy**HR & Admin Tasks**
- Ticketing and hotel arrangements
- Employees' contracts renewal, amendments, and visas
- Managing employees HR files and requirements, including employees' contracts
- Managing employees leave records
- Managing employees HR requests including salary, employment, and NOC certificates**Travels and Meeting Arrangements**
- Books the Ticket and Hotel requests (Business Trips, Joining Ticket and Return Tickets)
- Manages Meeting Room bookings

**KEY COMPETENCIES**
- Proficient in use of computer software such as MS Word, Outlook, Excel, PowerPoint
- Internet web skills
- Excellent communication and team working skills
- 4-5 years of general administration experience
- Fluency in English

**REQUIREMENTS**
- Graduate/Diploma of any relevant course



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