Administration Assistant/ Secretary

Position Details

1. 1. Position

Administration Assistant/ Secretary

1. 2. Office / Department

Industry Department - Dubai

1. 3. Reporting to

IND Manager & Operation Manager

1. 4. Key Working Relationship

• IND Manager
• Operations Manager
• Team Leader
• Coordinator
• Inspectors
• Customers / Clients.
• Other Business lines within BV Dubai.

Minimum Required Qualifications

1. 1. Specialty

Providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner

1. 2. Education

Graduate in any discipline.

1. 3. Training

Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs at a highly proficient level

Siebel, ZIG and AWI in-house training

1. 4. Technical knowledge

Office administration

Good English communication skill

An understanding of relevant legislation, policies and procedures

An understanding of the northern cultural and political environment

1. 5. Experience

Minimum 3 years’ experience in similar field

Responsibilities / Authorities

1. 1. Primary Functions

• Receive, direct and relay telephone messages and fax messages
• Direct the general public to the appropriate staff member
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings, conferences and conference telephone calls
• Make preparations for meetings
• Preparation of proposals
• Updating of AWI, ZIG and Siebel.
• Updating Job register for IND Division
• Updating of Inspectors Time Sheets on weekly bases.
• Preparation of LPO for suppliers
• Maintain an adequate inventory of office supplies
• Respond to Client inquiries
• Provide word-processing and secretarial support
• Forwarding reports & invoice to the client/BVCO on timely manner.
• Updating the excel sheet for the inspection schedule.
• Follow up of DSO with the clients.
• Perform any other tasks as & when requested by the Management.

1. 2. Business Requirements

• Report to IND Manager, Operation Manager & Team Leaders.
• Implement department policies

1. 3. Self Management

• Providing  senior level secretarial and clerical services for IND Team
• Stress management skills
• Time management skills
• Comply with company regulations, procedures and Code of Ethics.

1. 4. Customer Focus

• Understand client needs and work to achieve successful project outcomes.
• Develop trust and open communication with BV Team and clients.

Performance Monitoring

1. 1. Continual Development

The opportunities for improvement in

• Professional competencies through attending specific training courses and seminars.

1. 2. KPI’s

• Time taken to deliver the reports to BV’s client & BV CO.
• Information and work done within the allocated timeframe
• Updating the External & Internal Work Sheet of schedules.
• Time Taken to forwarding the invoices to clients & BV CO.

1. 3. Monitored By

IND Manager, Operation Manager & Team Leaders.