Administration Officer

1 day ago

Abu Dhabi, Abu Dhabi, United Arab Emirates KBR, Inc. Full time
Roles and responsibilities

A Senior AdministrationOfficer is a senior-level position within anorganization, responsible for overseeing a variety ofadministrative functions and ensuring the smooth operation ofday-to-day activities. This role is integral to supportingorganizational efficiency, managing office operations, andcoordinating administrative tasks that enable other departments andstaff members to perform effectively. Senior AdministrationOfficers often supervise junior administrative staff andcollaborate with different departments to implement policies,procedures, and systems that enhance theworkplace.

CoreResponsibilities:

  1. Officeand AdministrativeManagement:

    • Oversee theday-to-day administrative operations of the office, ensuring smoothfunctioning.
    • Coordinate office supplies,equipment, and resources to ensure that staff have what they needto perform their duties.
    • Manage officeinfrastructure, including facilities, utilities, and maintenanceschedules.
    • Organize and maintain officerecords, ensuring that all documents are stored and handledaccording to companypolicies.

  2. TeamLeadership andSupervision:

    • Supervisejunior administrative staff, including administrative assistants,clerks, and office coordinators.
    • Provideguidance and training to team members, ensuring that they followcompany protocols and standards.
    • Delegateadministrative tasks and monitor their completion, ensuring thatall deadlines are met.
    • Conduct performanceevaluations and provide feedback to team members to support theirdevelopment.

  3. Schedulingand CalendarManagement:

    • Manage thescheduling of meetings, appointments, and events for seniormanagement or department heads.
    • Ensure thatmeeting rooms and conference facilities are booked and prepared asneeded.
    • Prioritize meetings and appointments,resolving scheduling conflicts and adjusting asnecessary.

  4. CommunicationandCorrespondence:

    • Serveas the primary point of contact for internal and externalcommunication, including emails, phone calls, and physicalmail.
    • Draft, proofread, and send officialcommunications, reports, memos, and othercorrespondence.
    • Ensure that messages andinformation are communicated effectively between departments andwith externalstakeholders.

  5. DocumentPreparation andManagement:

    • Prepare,review, and format reports, presentations, and other documents forsenior leadership.
    • Ensure that all documentsare accurately recorded, filed, and easily accessible for futurereference.
    • Maintain confidentiality whendealing with sensitive or proprietaryinformation.

  6. Financialand BudgetarySupport:

    • Assist withbudgeting, financial reporting, and administrative cost trackingfor the department or organization.
    • Processinvoices, purchase orders, and expenses, ensuring they are handledin a timely and accurate manner.
    • Monitorexpenditures and assist in managing the administrative budget toensure costefficiency.

  7. Eventand TravelCoordination:

    • Organizecompany events, conferences, and meetings, including logistics,catering, and venue arrangements.
    • Coordinatebusiness travel for executives and staff, handling flight bookings,accommodation, and transportation.
    • Ensure thatall travel arrangements are in line with company policies andbudgetconstraints.

  8. Policyand ProcedureImplementation:

    • Assistin the development, implementation, and enforcement ofadministrative policies and procedures.
    • Ensurethat all staff are aware of and follow company policies regardingoffice protocols, workplace safety, andconfidentiality.
    • Monitor and recommendimprovements to administrative processes and systems to enhanceefficiency.

  9. DataEntry and DatabaseManagement:

    • Maintainand update databases, systems, and records, ensuring thatinformation is accurate and up to date.
    • Performdata entry tasks and assist with data management and reporting asneeded by variousdepartments.

  10. Health,Safety, andCompliance:

    • Monitor andenforce workplace safety protocols and health standards, ensuringcompliance with relevant regulations.
    • Ensurethat the office environment is conducive to employee well-being andproductivity.
    • Coordinate any required healthand safety training or drills foremployees.
Desired candidate profile

  1. Leadership andManagement:

    • Strongleadership and supervisory skills to manage administrative teamsand provide guidance and support.
    • Ability todelegate tasks effectively and ensure that work is completed ontime and to a high standard.
    • Experience inconflict resolution and fostering positive relationships within ateam.

  2. TimeManagement andOrganization:

    • Excellentorganizational skills to manage multiple tasks and prioritieseffectively.
    • Ability to manage deadlines,schedules, and appointments while maintaining attention todetail.

  3. Communicationand InterpersonalSkills:

    • Strong writtenand verbal communication skills for interacting with internal andexternal stakeholders.
    • Ability to draftprofessional correspondence, reports, andpresentations.
    • Strong interpersonal skills towork with staff at all levels and interact with externalpartners.

  4. Problem-SolvingandDecision-Making:

    • Strongcritical thinking and problem-solving abilities to address issuesas they arise and find practicalsolutions.
    • Ability to make quick decisions andmanage unexpected challengesefficiently.

  5. FinancialManagement:

    • Experiencewith budgeting, financial reporting, and monitoringexpenses.
    • Ability to manage resourceseffectively and ensure that administrative costs are kept withinbudget.

  6. Proficiencyin OfficeSoftware:

    • Advancedknowledge of office productivity software (e.g., Microsoft OfficeSuite, Google Workspace).
    • Familiarity withspecialized administrative tools or software (e.g., projectmanagement, scheduling tools, accountingsoftware).

  7. Attentionto Detail:

    • Highattention to detail to ensure that administrative tasks arecompleted accurately and with minimalerrors.
    • Ability to proofread documents andreports for clarity andaccuracy.

  8. Confidentialityand Discretion:

    • Strongsense of discretion when dealing with sensitive or confidentialinformation.
    • Ability to maintain privacy andensure that information is shared only with appropriateparties.

EducationalRequirements:

  • Bachelor'sDegree in BusinessAdministration ,Management , or a relatedfield.
  • Additionalcertifications in office management, projectmanagement, or related areas may be beneficial, but are not alwaysrequired.

Certifications(Optional butBeneficial):

  1. CertifiedAdministrative Professional (CAP) from theInternational Association of AdministrativeProfessionals(IAAP) .
  2. ProjectManagement Professional (PMP) for those who managemultiple administrativeprojects.
  3. Office ManagementCertifications for those with a focus on officeprocedures and systems.
Key Skills
AdministrativeOperations,Administrative Tasks,AdministrativeResponsibilities
Employment Type : Full-time
Department / Functional Area: Administration
Experience: years
Gender: Male
Vacancy: 1

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