Clerical Assistant, Dubai Ports (DP) World UAE

Dubai Ports (DP) World presently has a job opening for eligible candidate for position of a Clerical Assistant. This job was posted by DP World on 20 October 2023 and is now open for desirous applicants.

Job Purpose of A Clerical Assistant

To provide administrative support by handling paperwork, data entry, and basic office tasks.

Job Duties of A Clerical Assistant

• Provide administrative support to the assigned team.
• Coordinate and assist with queries and requests received by the Department.
• Manage and maintain the department’s data management system(s), SOPs, SLAs and relevant toolkits.
• Manage and improve the Department’s internal filing system(s).
• Liaise with other departments, external parties, bodies and service providers, as necessary from time to time.
• Provide efficient and accurate logistical and administrative support for business travel arrangements to the department and external parties.
• Assist with organising department events and meetings.
• Assist with tracking and processing external invoices and payments if necessary.
• Manage the coordination of calendars for department ensuring smooth flow of meetings and follow up on meeting agenda and actions with team members.
• Maintain and update department address book and list of directors/managers.
• Make necessary arrangements for business travel as required.
• This includes preparing itinerary, coordinating with travel agents, hotel booking, visa formalities and arrangements for travel allowance with Finance department so as to ensure that all aspects of business travel are taken into account well in advance.
• Collect and process invoices, bills, direct debits and expenses claims (RFPs, BTR etc) on behalf of the department.
• Maintain a system of record management to enable the accurate preparation of monthly reconciliation and ‘against budget’ summaries.
• Ensure all expenses reports such as petty cash or International expenses Claims/entertainment expenses claim (international and Local), telephone bills, Corporate Credit Card & Department Credit Card submitted for approval and Finance process are supported with proper documentation.

What You’ll Do More?

• Oversee the department’s compliance with the company’s procurement and finance policies, including receiving quotations, processing purchase orders charge backs and invoices.
• Liaise with Accounting and Finance Departments to audit the department’s expenses and financial administration.
• Prepare and clear CAPEX / OPEX, requests for payments, petty cash, and Maximo requisition requirements for the Department.
• Manage the annual budget preparation for the department.
• Review departmental documents prior to submission, to ensure accuracy of data and compliance with company established formats, procedures and policies, and recommend revisions as required.
• Follow up on staff leave applications to ensure up to date information.
• Ensure that department stationery, facilities and equipment are in order by monitoring, replacing and ordering stationery and order stock as required.
• Liaise with internal support department regarding machine breakdowns and fixes.
• Support in any in house training and conferences by printing and dispatching the materials.
• Support with onboarding of new joiners.
• Manage the department’s social media account in coordination with the team & Group Communications.
• Perform other related duties as assigned.

Qualification

• Bachelor degree level preferred.

Experience

• 3-5 years’ administrative experience working as an Office Manager or Administrator / PA for Management level within a multinational/global organisation.
• Previous experience in a legal, regulatory or compliance department or organisation not required but preferred.

Certification

• Administration / Office Professional Diploma or Certificate.

Skills & Knowledge Desired

• 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.
• 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.

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