Clerical Assistant

Job Details:
The Role requires a person who has overall knowledge of the company with an up-to-date knowledge of our business as well as a pro-active attitude to work. The role requires high level of business acumen and confidentiality. To provide full administrative and secretarial support to the assigned department and members of the team.

Roles:
Assist with tracking and processing external invoices and payments if necessary
Implement and manage appropriate document retention practice: establishing process for storing, arranging, indexing and classifying records, ensuring records are easily accessible when needed, making arrangements 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.
Manage the coordination of calendars (as required) for department ensuring smooth flow of meetings and follow up on meeting agenda and actions with team members
Provide administrative support to the assigned team
Coordinate and assist with queries and requests received by the Department
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;
Provide efficient and accurate logistical and administrative support for business travel arrangements to the department and external parties (including flights, hotel bookings, visas, gate passes)
Assist with organizing department events and meetings
Follow up on staff leave applications to ensure up to date information
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 in any in house training and conferences by printing and dispatching the materials
Support with onboarding of new joiners
Manage the department’s social media account in coordination with the team & Group Communications
Maintain and update department address book and list of directors/managers
Make necessary arrangements for Business travel as required. This includes preparing itinerary, coordinating with travel agents, hotel booking, visa formalities and arrangements for travel allowance with Finance department so as to ensure that all aspects of business travel are taken into account well in advance
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
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
Prepare and clear CAPEX / OPEX, requests for payments, petty cash, and Maximo requisition requirements for the Department
Manage the annual budget preparation for the department
Proactively work and ensure that continual recommendations to improve departmental administrative functions are developed and implemented.
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
Act as an ambassador for DP World at all times 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
Perform other related duties as assigned

Qualifications:
Excellent verbal and written skills are required. Fluency in English language is mandatory. Arabic, French or Spanish an advantage.
3-5 years’ administrative experience working as an Office Manager or Administrator / PA for Management level within a multinational/global organization
Previous experience in a legal, regulatory or compliance department or organization not required but preferred
Administration / Office Professional Diploma or Certificate
Bachelor degree level preferred
Proficiency in Microsoft Applications (Word, Excel, Outlook, PowerPoint, Visio) and usage of Internet

Skills:
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
Very strong administration and analytical skills
Well-developed planning and organizing skills and the ability to perform well under pressure
Strong attention to detail, accuracy and quality of work