Job Description
KEY ACCOUNTABILITIES:
Provide administrative support to the Department Head and all Staff in a manner consistent to meet department goals and objectives including drafting and preparing letters Manage the documentation issued and received for the Project team and handing over to filing team as per department protocol Preparation of expense claims – medical expenses, school fees, general expenses for the team Manage, co-ordinate and follow-up project NOCs and approvals Responsible for project records and documentation to be made available on request. Assist in completing all required formalities as per department process & procedures to ensure successful delivery of Projects including Project Manager Nomination form and Sign-off forms. Tracking and Filing of the financial bonds received for projects. Tracking the travel schedule and vacation planning for the Project team. Take, prepare and review the Minutes of Meeting of department meeting and assist the team by following up on the pending issues. Coordinate with external parties and DPW departments in arranging meetings, appointments, and establish a professional rapport by promptly attending to requests, emails, queries and complaints. Liaison with the Project Site Office Coordinators in handling the site office administration and following department process and procedures. Manage travel plans and expense control for the team. Preparing departmental reports, KPI reports, new budgets for the ensuing year, year-end budgeting and financial analysis works for management review. Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s 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 Perform other related duties as assigned
JOB CONTEXT
The job holder will be required to provide the relevant administration support for smooth running of Project team functions The role requires high level of business acumen and confidentiality in dealing with matters related to the Board, Senior Management and the Function department.
QUALIFICATIONS, EXPERIENCE & SKILLS:
Administration / Office Professional Diploma or Certificate Bachelor degree level not required but preferred 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 Minimum of 5 years’ experience working as an Administrator within a large organisation Previous experience in a project management department 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
DP World is committed to the principles of Equal Employment Opportunity (EEO). We strongly believe that employing a diverse workforce is central to our success and we make recruiting decisions based on your experience and skills. We welcome applications from all members of society irrespective of age, gender, disability, race, religion or belief.
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