Business Support Administrator Full Time

KEY ACCOUNTABILITIES:

•  Provide administrative support to the Department Head and all Staff in a manner consistent to meet department goals and objectives including drafting and preparing letters
• Manage the documentation issued and received for the Project team and handing over to filing team as per department protocol
• Preparation of expense claims – medical expenses, school fees, general expenses for the team
• Manage, co-ordinate and follow-up project NOCs and approvals
• Responsible for project records and documentation to be made available on request.
• Assist in completing all required formalities as per department process & procedures to ensure successful delivery of Projects including Project Manager Nomination form and Sign-off forms.
• Tracking and Filing of the financial bonds received for projects.
• Tracking the travel schedule and vacation planning for the Project team.
• Take, prepare and review the Minutes of Meeting of department meeting and assist the team by following up on the pending issues.
• Coordinate with external parties and DPW departments in arranging meetings, appointments, and establish a professional rapport by promptly attending to requests, emails, queries and complaints.
• Liaison with the Project Site Office Coordinators in handling the site office administration and following department process and procedures.
• Manage travel plans and expense control for the team.
• Preparing departmental reports, KPI reports, new budgets for the ensuing year, year-end budgeting and financial analysis works for management review.
• Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s 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

JOB CONTEXT

• The job holder will be required to provide the relevant administration support for smooth running of Project team functions
• The role requires high level of business acumen and confidentiality in dealing with matters related to the Board, Senior Management and the Function department.

QUALIFICATIONS, EXPERIENCE & SKILLS:

• Administration / Office Professional Diploma or Certificate
• Bachelor degree level not required but preferred
• Proficiency in Microsoft Applications (Word, Excel, Outlook, PowerPoint, Visio) and usage of Internet
• Excellent verbal and written skills are required. Fluency in English language is mandatory. Arabic, French or Spanish an advantage
• Minimum of 5 years’ experience working as an Administrator within a large organisation
• Previous experience in a project management department not required but preferred

Skills

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