Administrative Assistant

2 months ago


Abu Dhabi, United Arab Emirates Abu Dhabi Islamic Bank Full time

Administrative Assistant

**Role : Administrative Assistant**
**Location : Abu Dhabi**

**Role Purpose**:
Support all ADIB Sec. business units in their administrative tasks and coordinate with internal departments such as HR, FCD & facility management.

Report to ADIB Securities General Manager being his Exec Assist supporting him in implementing ADIB Securities business strategy.

**Key Accountabilities of the role**

Results Required

ADIB Securities Exec Assist
- Assist GM in his day-to-day work & organize his calendar, meeting and Inbox [This is a key function].
- Prepare in coordination with the relevant teams the weekly and all other MIS reports in a timely manner
- Manage GM's internal & external correspondence.
- Oversee the staff leaves & daily attendance/punching while following up with HR & respective team member for regularization of records (if any).
- Report to GM on regular basis the daily correspondence with stock exchanges & regulatory.
- Support the ADIB Sec in the audit process by coordinating the relevant requirement from all stakeholders & attend the CAP committee meeting.
- Manage service staff including drivers, temp staff & client receptionists.
- Prepare Org chart for the company & oversee the JD/Score cards of the team members incl. new joiners.
- Handling internal memos for the company & also the external communications with regulatory/Markets.
- Manage all the expenses & purchasing materials for ADIB Securities offices.
- Maintain all files for ADIB Securities & ensure proper update & archiving is in place.
- Working closely with ADIB Securities team members for the stationary requirements.
- Maintain record of the Job description, goals & appraisals for ADIB Securities team members.
- Control expenses for the company by negotiating with suppliers the materials & efficiently support the GM for smart savings and cost management.
- Responsible for new joiner's arrangement from facility management & IT perspectives (Desk, phone set, Cell phones, PC/Laptop, outlook, access card etc.).
- Handling the inventory management for purchasing materials on Al Madar system such as stationary, photocopiers, office equipment's, supplies & furniture. Responsible for all LPOs/payment orders &
- up with FCD for all vendor/suppliers' invoices.
- Handle the petty cash for ADIB Securities for day-to-day requirements.
- Oversee the team events/gathering for ADIB Securities.
- Responsible for on boarding logistics of ADIB Securities staff members incl. seniors.
- Coordinate training needs to the L&D under the umbrella of HR.
- Compliance with ADIB internal guidelines/policies & adhere to ADIB standards & values.

**KPIs**
- Resolute teamwork spirit
- Timely response to internal/ external clients
- Proactive approach
- Solution oriented
- Hard worker & dynamic
- Full Sharia & audit
- Compliance
- 360 feedback

**Specialist Skills / Technical Knowledge Required for this role**:

- Minimum 7 years of experience in Financial Services or Banking.
- Strong background of administrative issues/dealing with vendors.
- Bachelor's degree in related field is required.
- Ability to manage secretarial tasks & deal with seniors.
- Strong skills on MS office including Power Point, and the ability to manage Outlook professionally.
- Understanding of internal bank processes and facility management.
- Strong organizational and strategic planning skills.
- Ability to work in teams with teamwork spirit.
- Good communication and time management skills.
- Ability for problem solving & managing expectation.
- Good communication, interpersonal skills & fluent in English and/or Arabic.
- Agree that this role profile reflects the current role and duties.

Job ID 300002242745557



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