Job Purpose

We are looking to hire Assistant, Office Administrator,

This job role is to ensure Provide administrative support and/or office support services to Engineering.

Key Accountabilities & Working Relationships

Key Accountabilities:

The Assistant, Office Administrator who will be responsible for but not limited to:

• Ensure the smooth functioning of the department's administration.

• Ensure all department personnel files and related reports are always updated and maintained.

• Prepare Engineering reports as required.

• Ensure that all personnel administrative formalities are addressed.

• Arrange for office seating, IT requirements and relevant support for all personnel as and when required.

• Ensure adequate supply of stationary to the Engineering office. Prepare requisitions for any additional requirements.

• Arrange any fault repair service calls in case of maintenance of any office equipment.

• Ensure the logistics related to surveys and training and any other transport requirements concerning the Engineering department are addressed.

• Assist in the maintenance of the Engineering Network Drives /SharePoint folder as and when required.

• Support in preparing & monitoring of training plan, vacation plan, etc.

• Maintaining records such as training, attendance, & certifications received by employees.

• Co-ordinate departmental inductions program for new employees.

• Assistance in submission of information through company ERP system as required such as timesheets, leave applications, travel requests, etc.

• Additional assignment on responsibility of Engineering Document Control.

• Ensure easy retrieval of Documents and Drawings from one archive.

• Ensure compliance to Health, Safety & Environmental (HSE) policies and procedures as applicable.

• Ensure compliance with all applicable information security policies and procedures.

• Day to day department administration activities - 90% of the time approx.

• Coordination / communication (internal and external) - 10% of the time approx.

Working Relationships:

Internal Interactions: 

• Internal Engineering Department, other business work-streams within the company, Engineering Manager, General Manager, VP President – Engineering

External Interactions:

• Subcontractors, Consultants

Who we are looking for

Education:

• Diploma in Office Administration or equivalent

Experience:

• Minimum of 3-6 years as an office administrator.

Professional Qualifications (Certifications & Accreditations):

• Any additional certification / training in office administration is an advantage.

Competencies (Knowledge, Skills & Abilities):

• Proficient in Microsoft Office such as word, excel, power point, etc.

• Resilient under stress and capable of managing competing priorities.

• The ability to communicate with multi-disciplinary teams.

• Flexibility and adaptability

• Attention to details.

• Time management & multitasking

Languages:

• English. (Mandatory)

• Arabic / Others (desirable)