Senior Officer Administration - Facility Management

Job Purpose :

Perform and/or oversee a variety /a broad range of associated administrative services such as staff support, planning activities, coordinate and facilitate meetings, program function and /or special events as appropriate as well as , leverage extensive business unit knowledge to support the unit's program of work and facilitate the delivery of business operations.

Principal Accountabilities :

General

• Provide a range of administrative and support services to meet the business needs of the team/unit
• Respond to and resolve complex enquiries and issues to ensure the provision of accurate information, and the timely and effective resolution of issues.
• Coordinate and manage records and databases, complying with administrative systems, processes and policies, to ensure that all information is accurate, stored correctly and accessible.
• Develop, implement and monitor office systems, procedures and methods, adapting processes and techniques as required, to facilitate efficient team/unit operations in line with agency standards, policies and procedures.
• Gather and collate information for, and prepare documentation and reports on business unit performance, as well as make recommendations to improve efficiency, cost management and service delivery.
• Supervises, motivates and assists employees to perform their duties efficiently and effectively to ensure compliance with policy and procedures and proactively participate in all aspects of performance management.
• Miscellaneous tasks to be outlined based on business needs & work requirements.

Technical

• Prepare all applications pertaining to the Government of each Emirate
• Closely monitor & follow-up on the validity period of Trade Licenses as and when required for necessary action.
• Preparation of letters/ correspondence to Government Entities & Authorities & Ensure is accurately written in Arabic & English.
• Tracking all the invoices PO issued and payment Execution taken in place for document submitted to procurement and continues follow up with Finance department for vendor payment processing on time.
• Arrange for periodic meeting with vendors and track all action points assigned and agreed for vendor update and delivery if any.
• Preparation of Department Dashboard
• Coordinate with Ops Risk to ensure BAI, BCP and other related document as update as well provide parodic status update on any incidents reported under are of Admin & Facility management

Qualification & Experience :

• Diploma Certificate/ Bachelor degree will be preferable
• 3-5 years experience in Administrative of Secretarial Role
• Effective communication skills in English and Arabic

Note: This position will be hired on second party contract