OliOli Dubai Admin and Operations Assistant

Overview

Position: Admin & Operations Assistant

Location: Dubai, UAE

Executive Summary

Join a amazing group of people at OliOli and help them to achieve their mission to deliver exciting, joyful, differentiated, world-class, and incredibly fun experiences to children that nurture their innate sense of curiosity and exploration.

OliOli (means joy in the Hawaiian language) is a multiple award-winning contemporary childrens museum that opened to rave reviews in Dubai in 2017 and in Doha in 2022. Founded by a group of parents who are passionate about open-ended, non-judgmental play, OliOli entails interactive galleries comprising hands-on exhibits.

The Admin & Operations Assistant will provide comprehensive administrative support across multiple functions, including HR administration, procurement, cafe & inventory, corporate affairs, and office.

Founders background

We are young parents who have been blessed to follow our dream. Our dream is for children to be happier, more creative, more imaginative, more informed, inspired, aware, balanced, and amazed. We aim to see the joy on the faces of children.

Responsibilities

Key duties & responsibilities:

Procurement Support:

• Vendor relations: review vendor contracts, create and maintain strong and effective relationships with vendors/suppliers, negotiate prices, ensure timely deliveries and quality standards
• Procurement planning: develop purchasing plans for equipment, services, and supplies
• Maintain updated contact list of vendors and suppliers, their qualifications, delivery times, and potential future development
• Maintain records of purchases, pricing, and other important data
• Assist in maintaining accurate inventory records, tracking stock levels, and placing orders when necessary to ensure products and supplies are readily available
• Order and manage office supplies, ensuring all necessary materials are readily available, efficiently organized and stored

Corporate Administration & Office Support:

• Provide administrative support to the Finance Team on a wide variety of tasks, including documentation management
• Assist with petty cash management, expense tracking and invoice processing
• Assist with meetings scheduling and internal communications
• IT Coordination: oversee the office IT environment and liaise with external IT service provider as required
• Event and Project support: work with colleagues across all departments to proactively contribute to the success of internal and external events, programs and special projects and activities that contribute to the achievement of OliOli objectives

HR Administration:

• Assist in processing paperwork related to benefits, onboarding, offboarding and other employee transactions
• Employee Records Compliance: maintain and update employee records, liaise with external PRO office to ensure that all employee documentation meets regulatory standards
• Insurance coordination: liaise with insurance provider to manage member additions, deletions, and any other insurance-related matters

Qualifications

• Bachelors degree in business administration, Finance, Computer Applications, or a related field
• Proven experience in administrative support, ideally in a multi-functional role
• Experience in procurement, inventory management or corporate affairs is a plus
• Familiarity with Procurement systems and software
• Familiarity with UAE MOHRE & Visa processes
• Familiarity with Human Resources Information Systems (HRIS)
• Tech-savvy with advanced experience with Microsoft 365 tools and features
• Knowledge of HR systems, procurement platforms, or inventory management software would be an advantage
• Self-starter and self-motivated, with a proactive approach, thrives in a team-oriented and collaborative environment
• Strong organizational skills with the ability to multitask, prioritize, and manage time efficiently
• Ability to handle sensitive and confidential information with discretion
• Ability to work well with management and staff at all levels