Administrative Assistant

ENOC; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A prominent oil and gas company in Dubai is seeking an experienced administrative professional to provide comprehensive secretarial and office management support. The ideal candidate must possess at least 3 years of relevant experience, excellent communication skills in both Arabic and English, and proficiency in Microsoft Office applications. Responsibilities include coordinating departmental communication, scheduling meetings, and managing office supplies. This full-time position requires strong interpersonal skills and the ability to handle confidential information.

Qualifications

• At least 3 years of relevant experience in an administrative role.
• Fluent in spoken and written Arabic and English, multilingual candidates preferred.
• Strong organizational skills and capability to manage office communication.

Responsibilities

• Provides comprehensive secretarial assistance to management.
• Acts as a coordinator for departmental issues and employee requests.
• Schedules and organizes meetings, preparing necessary documents.

Skills

Excellent communication

Interpersonal skills

Proficiency in Microsoft Office

Arabic

Problem-solving

Education

Graduation or equivalent qualification

Job description

ob Purpose

To contribute to the day to day smooth functioning of the department through performing various tasks including, but not restricted to handling departmental communication, office management & any related tasks requested by the line manager.

Principal Accountabilities

Communication

• Provides comprehensive secretarial assistance to General Manager & the departmental managers and ensures timely submission of reports.
• Act as a Coordinator between different departments and the terminal employees, to various issues i.e. leave, loan, claims, payroll, personal request, visas, passport & IDs, trouble shoot PC fault as and when required. Responsible for all terminal employees original passport handing over to GR services.
• Prepares presentations, meeting agendas & takes the minutes of meetings.

Office Management

• Schedules and organises meetings with EIL/HTL Managers and visitors. Maintains, follow up on the meetings and on matters originating from General Manger/Manager Terminals.
• Assists and coordinates all events hosted by the Terminals HTL Global Management meeting, Certification and award events, Team Building events etc..
• Collections data, updating and maintaining the information (charts) on Terminal facilities like tankage, layout plan, and statutory license details.
• Maintains statistics pertaining to Terminal throughputs, no of tanker handled, performance, etc.
• Arrange and coordinate JAFZA temporary/permanent passes to all EIL, ENOC Group staff and all contractors and visitors.
• Coordinates with printers, publishers and GPC for procurement of stationary and office supplies.

General

• Participates proactively as a member of the data management and training team.
• Renewal of different licences for the terminal such as Free Zone Licence, Operations Fitness Certificate, Radio Licence.
• Records, monitors and maintains Finger Print (biometric) data based attendance and Office Security Access Systems.
• Fixing appointments for periodical medical check up for terminal staff and maintaining records as required by HR.
• Maintains personnel files and maintains confidentiality of all personnel data.
• Handles leave / loan / claims administration for terminal employees.
• Enters payroll data in the system relating to employee expense reimbursements.
• Handles necessary travel arrangements through coordination with government relation & travel agents.

Minimum Requirements

• Graduation or equivalent qualification (12 grades) with at least 3 years relevant experience.
• Excellent communication skills in spoken & written (Arabic & English)
• Multilingual candidates are preferred fluent in English, Arabic
• Good interpersonal skills
• Enhanced knowledge in Microsoft Office applications (Word, Excel & PowerPoint)

• Seniority Level
• Associate
• Industry
• Oil and Gas
• Employment Type
• Full-time
• Job Functions
• Administrative
• Skills
• Arabic
• Communication
• Interpersonal Skills
• Presentations
• Office Administration
• Office Equipment
• Confidentiality
• English
• Problem Solving