To act as a coordinator to a Chief Officer/Executive Director/Director, providing a complete administrative service including office management, time management, correspondence and clerical responsibilities. 1.Administrative Support •Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate Department/Section and obtain additional information where necessary•Coordinate office administration activities and guide the work of Administrative Assistants working in the Department/Section of the Division/Directorate as appropriate.•Provide a time management / diary service on behalf the Chief Officer/Executive Director/Director in order to ensure effective time usage and to avoid conflicting schedules•Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease •Assist the Chief Officer/Executive Director/Director in preparing presentations, graphs, and statistics in order to ensure they are fully prepared for their meetings •Organize and oversee all aspects of meetings held by the Chief Officer/Executive Director/Director including venue arrangements, invitations, memos, reports and minutes of meetings•Act as first point of contact for callers and internal and external visitors wishing to meet with the Chief Officer/Executive Director/Director in order to ascertain the urgency and nature of the matter at hand•Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role in order to ensure that the Chief Officer/Executive Director/Director (and as an extension ENEC’s) intellectual property is guarded at all times•Process applications and approvals in ORACLE System as delegated by Chief Officer/Executive Director/Director•Coordinate travel arrangements with Travel Coordinators for the Chief Officer/Executive Director/Director•Act as subject matter expert for the section on travel and expense policies and procedures including use of ORACLE system. •Process invoices on behalf of the Manager/Head of Section in liaison with the procurement and finance team ensuring compliance to ENEC procurement and finance procedures •Produce various forms of documentation such as reports, presentations, memos and e-mails as required by the Manager/Head of Section or team members to ensure that well written, consistent, accurate and timely documentation originates from the Manager/Head of Section ’s office 2.Stakeholder Engagement •Facilitate communication both internally and externally in order to build and nurture mutually beneficial working relationships 3.HSE •Follow all relevant departmental HSE policies, processes, standard operating procedures and instructions to ensure HSE compliance in all aspects of work
Job Details
| Date Posted: | 2014-06-19 |
| Job Location: | United Arab Emirates |
| Job Role: | Secretarial |
| Company Industry: | Energy |
Preferred Candidate
| Career Level: | Mid Career |
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