JOB PURPOSE:
As part of DP World’s strategy of making global trade flow, and providing end to end logistics solutions to BCOs, DP World will be building up a variety of businesses in the next 3 years. The software solutions for these businesses are developed by Group Technology, which comprises of both the Regional Technology teams and the Global Capabilities.
Together, along with contract and full-time staff, this is a team of 4000+ technology staff, distributed across dozens of countries. The various regions and capabilities within the Group Technology team have their own leaders with budgets, contract staff and vendors.
From 2020 when Group Technology has no development centres and no senior leaders, we now have 3 development centres in India, and 12 senior leaders who operate various global technology functions. It is necessary to have a team of Business Support Administrators supporting all these leaders, in addition to managing all the other vendor, invoice, payment related activities, expenses, calendars, events.
The Senior BSA would lead this team of Business Support Administrators and will also support the office of the Group CTO. They would effectively support all the senior leaders through their team by dividing and delegating as needed. They understand the various businesses and priorities within DP World and can effectively use their judgement in managing schedules. The Senior BSA would help with preparing monthly reports, budgets, and program management for the CTO. They are the front facing person for the office of the CTO, and will coordinate and manage various technology related internal and external events.
KEY ACCOUNTABILITIES:
Front Line Support:
- Front facing person for the office of CTO and for a 4000+ technology team
- Provide administrative support to the CTO, in coordination with other BSAs
- Manage a team of BSAs and effectively supporting senior leaders within Group Technology
- Manage multiple inboxes, diaries and responding/triaging requests as required, ensuring smooth flow of meetings and follow up on meeting agenda and actions with team members
- Organising meetings, conferences, accommodation, and travel arrangements (including flights, hotel bookings, visas, gate passes)
- Be the POC for internal and external technology event organization
- Manage competing priorities and contribute to the wider team as required.
- Be able to understand the business, interface with other senior leaders, apply effective judgment in providing administrative support
Payments, Booking & Invoices:
- Responsible for all AFEs, PR, PO, Invoice and payment related activities across Group Technology
- Collect and process invoices, bills, direct debits and expenses claims (RFPs, BTR etc) on behalf of the department and maintain a system of record management to enable the accurate preparation of monthly reconciliation and ‘against budget’ summaries
- Ensure all expenses reports such as petty cash / International expenses Claims / entertainment expenses claim (international and Local), telephone bills, Corporate Credit Card & Department Credit Card submitted for approval and Finance process are supported with proper documentation
- Coordinate and assist with queries and requests received by the Department
- Prepare and clear CAPEX / OPEX, requests for payments, petty cash, and any other requisition requirements for Group Technology
Information Management:
- Manage and maintain the department’s data management system(s), SOPs, SLAs and relevant toolkits
- Manage and improve the Department’s internal filing system(s)
- Liaise with other departments, external parties, bodies and service providers, as necessary from time to time;
- Implement and manage appropriate document retention practice: establishing SOPs for storing, arranging, indexing and classifying records, ensuring records are easily accessible when needed, planning for destroying or archiving finished records, implementing the retention and disposal schedules aligned to the policy and supporting the team with their record management requirements.
- Maintain and update department address book and list of directors/managers
- Review departmental documents prior to submission, to ensure accuracy of data and compliance with company established formats, procedures and policies, and recommend revisions as required
Compliance:
- Oversee the department’s compliance with the Company’s procurement and finance policies, including receiving quotations, processing purchase orders charge backs and invoices (including Pcards)
- Liaise with Accounting and Finance Departments to audit the department’s expenses and financial administration
- Follow up on staff leave applications to ensure up to date information
Other:
Always act as an ambassador for DP World when working; promoting and demonstrating positive behaviours in harmony with DP World’s Principles, values and culture; ensuring the highest level of safety is applied in all activities; understanding and following DP World’s Code of Conduct and Ethics policies
- Ensure that department stationery, facilities and equipment are in order by monitoring, replacing and ordering stationery and order stock as required
- Liaise with internal support department regarding machine breakdowns and fixes
- Support with onboarding of new joiners
- Perform other related duties as assigned
QUALIFICATIONS, EXPERIENCE AND SKILLS:
- Administration / Office Professional Diploma or Certificate
- Bachelor’s degree level required
- Proficiency in Microsoft Applications (Word, Excel, Outlook, PowerPoint, Visio) and usage of Internet
- Excellent verbal and written skills are required. Fluency in English language is mandatory. Arabic, French or Spanish an advantage.
- 15+ years’ administrative experience in similar roles. Of that, 5+ years of experience supporting CXO level function in a global Multinational Organization.
- Work experience in international locations, ability to deal with various cultures and geographies
- Previous experience in a legal, regulatory or compliance department or organisation not required but preferred
Skills
- Very strong administration and analytical skills
- Well-developed planning and organising skills and the ability to perform well under pressure
- Strong attention to detail, accuracy and quality of work
- Self-starter with energy and drive who takes initiative and is proactive in approach
- Adaptable with the ability to manage multiple tasks and juggle priorities
- Strong interpersonal influencing and impact skills skills
- Business acumen and confidence in dealing with senior management
- Team player
