Administrative Assistant

ob Purpose

To contribute to the day to day smooth functioning of the department through performing various tasks including, but not restricted to handling departmental communication, office management & any related tasks requested by the line manager.

Principal Accountabilities

Communication

• Provides comprehensive secretarial assistance to General Manager & the departmental managers and ensures timely submission of reports.
• Act as a Coordinator between different departments and the terminal employees, to various issues i.e. leave, loan, claims, payroll, personal request, visas, passport & IDs, trouble shoot PC fault as and when required. Responsible for all terminal employees original passport handing over to GR services.
• Prepares presentations, meeting agendas & takes the minutes of meetings.

Office Management

• Schedules and organises meetings with EIL/HTL Managers and visitors. Maintains, follow up on the meetings and on matters originating from General Manger/Manager Terminals.
• Assists and coordinates all events hosted by the Terminals HTL Global Management meeting, Certification and award events, Team Building events etc..
• Collections data, updating and maintaining the information (charts) on Terminal facilities like tankage, layout plan, and statutory license details.
• Maintains statistics pertaining to Terminal throughputs, no of tanker handled, performance, etc.
• Arrange and coordinate JAFZA temporary/permanent passes to all EIL, ENOC Group staff and all contractors and visitors.
• Coordinates with printers, publishers and GPC for procurement of stationary and office supplies.

General

• Participates proactively as a member of the data management and training team.
• Renewal of different licences for the terminal such as Free Zone Licence, Operations Fitness Certificate, Radio Licence.
• Records, monitors and maintains Finger Print (biometric) data based attendance and Office Security Access Systems.
• Fixing appointments for periodical medical check up for terminal staff and maintaining records as required by HR.
• Maintains personnel files and maintains confidentiality of all personnel data.
• Handles leave / loan / claims administration for terminal employees.
• Enters payroll data in the system relating to employee expense reimbursements.
• Handles necessary travel arrangements through coordination with government relation & travel agents.

Minimum Requirements

• Graduation or equivalent qualification (12 grades) with at least 3 years relevant experience.
• Excellent communication skills in spoken & written (Arabic & English)
• Multilingual candidates are preferred fluent in English, Arabic
• Good interpersonal skills
• Enhanced knowledge in Microsoft Office applications (Word, Excel & PowerPoint)

• Seniority Level
• Associate
• Industry
• Oil and Gas
• Employment Type
• Full-time
• Job Functions
• Administrative
• Skills
• Arabic
• Communication
• Interpersonal Skills
• Presentations
• Office Administration
• Office Equipment
• Confidentiality
• English
• Problem Solving