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Contract: Technical Office Assistant - French / Dubai

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Added:2022-07-02
Location: Dubai
Salary:Residential
Duration:Contract
Apjid3
Technical Assistance Services

for

Office Assistant -  Dubai Based

 

 

 

Job Requirements - Fluent in FRENCH language -

Main Activities:

 

  • Perform full secretarial and administrative support duties towards the department.
  • Type standard paperwork and correspondence (letters, faxes, memo, minutes, presentations etc) under dictation or draft.
  • Write-up / translate standard paperwork and correspondence (letters, faxes, memo, minutes, presentations etc) in English or Arabic associated with managers or other professionals.
  • Define and produce non-standard reports.
  • Screen telephone calls and take messages or redirect as necessary.
  • Attend telephone calls and answer questions on business related issues.
  • Represent first point of contact for visitors to the company.
  • Control movements of incoming and outgoing visitors and contribute to their awareness of Company safety guidelines.
  • Organise, actively contribute to the organisation of meetings, conferences & business events in coordination with various parties.
  • Maintain schedules for both Department Managers & section heads (managing agenda).
  • Register, record, and dispatch incoming and outgoing mail/reports through appropriate channels and ensure proper completeness such as proof-reading, monitoring of signatures, etc.
  • Maintain appropriate filing system by organising, archiving, controlling and retrieving produced/received documents/reports (e.g. assigning codes etc.);
  • Manage the occupancy of meeting rooms and coordinate the required arrangements for meetings;
  • Provide administrative / technical assistance in entities work processes (data entry & updating of database information, verification of information, generating standard reports from the system, etc.);
  • Carry out general administration / process administrative documents (e.g. checking timesheets, coordinating leave plans for supported team, issuing requisitions, arrange flight/hotel reservation);
  • Communicate with internal / external parties to ensure coordination of business processes (e.g. Availability of offshore travel documents by personnel and contracting companiesetc.).
  • Carry out basic contacts administration (e.g. verification of contracts rates, call off, invoices, etc..)
  • Requisition standard goods/stationery for the departments / sections;
  • Carry out basic administration and paperwork process (photocopy / scan, despatching and filing of documentation)
  • Actively contribute to the general cleanliness, hygiene and safety of the premises and to the observance of company rules and procedures;
  • Ensure confidentiality of information and security of critical documentation whenever applicable.
  • Plan, schedule and control a variety of work processes and own resources to complete periodic administrative / technical assigned tasks
 

Job Requirements - Main Activities:

  • The Dubai assistant’s main role is to oversee the offices and the needs of the personnel who are permanently or temporary assigned there and to coordinate with the assistant in headquarters
  • Perform full secretarial and administrative support duties towards the department.
  • Type standard paperwork and correspondence (letters, faxes, memo, minutes, presentations etc) under dictation or draft;
  • Define and produce non-standard reports;
  • Screen telephone calls and take messages, or redirect as necessary;
  • Attend telephone calls and answer questions on business related issues;
  • Represent first point of contact for visitors to the company;
  • Control movements of incoming and outgoing visitors and contribute to their awareness of Company safety guidelines;
  • Organise, actively contribute to the organisation of meetings, conferences & business events in coordination with various parties;
  • Maintain schedules for office staff and organize travel requirements, fill in expense claims, etc
  • Register, record and dispatch incoming and outgoing mail/reports through appropriate channels and ensure proper completeness such as proof-reading, monitoring of signatures, etc;
  • Maintain appropriate filing system by organising, archiving, controlling and retrieving produced/received documents/reports (e.g. assigning codes etc.);
  • Manage the occupancy of meeting rooms and coordinate the required arrangements for meetings;
  • Provide administrative / technical assistance in entities work processes (data entry & updating of database information, verification of information, generating standard reports from the system, etc.);
  • Carry out general administration / process administrative documents (e.g. checking timesheets, coordinating leave plans for supported team, issuing requisitions, arrange flight/hotel reservation);
  • Communicate with internal / external parties to ensure coordination of business processes (e.g. Availability of offshore travel documents by personnel and contracting companiesetc.).
  • Requisition standard goods/stationery for the departments / sections;
  • Carry out basic administration and paperwork process (photocopy / scan, despatching and filing of documentation)
  • Actively contribute to the general cleanliness, hygiene and safety of the premises and to the observance of company rules and procedures;
  • Ensure confidentiality of information and security of critical documentation whenever applicable.
  • Plan, schedule and control a variety of work processes and own resources to complete periodic administrative / technical assigned tasks
  • Manage office premises, and coordinate between subsidiary numerous locations, including headquarters
 

Others tasks:

  • Contribute to the overall effectiveness of the business by performing secretarial duties, providing administrative/technical support, or carrying our clerical tasks within entity of assignment.
  • Contribute to the good public image of Company through harmonious relations with internal and external third parties, through completion of work within reasonable timescales and quality/accuracy, and through compliance with company HSE and code of conduct orientations.
 

Minimum Requirements & Qualification:

 

  • Level of education: Graduate Degree preferably.
  • Excellent communication and interpersonal skills.
  • Fluency (speaking, writing and reading) in English and French is required.
  • + 5 years’ experience in secretarial duties
  • Proficiency in Windows XP, Microsoft Office package (Planning…etc.).
  • Curiosity in IT (tools…etc.)
 

 

Type of Contract : Contracted - FRENCH language skills required!

Working days/hours : Standard working time as per local legislation 9 to 5 including one hour break  ( from Monday to Friday)

Starting Date : As soon as possible.

Period Required : One year with possible extension (s)


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