Administration Assistant - French Speaking

Job 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

1. Provides comprehensive secretarial assistance to General Manager & the departmental managers and ensures timely submission of reports.
2. 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.
3. Prepares presentations, meeting agendas & takes the minutes of meetings.

Office Management

1. 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.
2. Assists and coordinates all events hosted by the Terminals HTL Global Management meeting, Certification and award events, Team Building events etc.
3. Collections data, updating and maintaining the information (charts) on Terminal facilities like tankage, layout plan, and statutory license details.
4. Maintains statistics pertaining to Terminal throughputs, no of tanker handled, performance, etc.
5. Arrange and coordinate JAFZA temporary/permanent passes to all EIL, ENOC Group staff and all contractors and visitors.
6. Coordinates with printers, publishers and GPC for procurement of stationary and office supplies.

General

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

Minimum Requirements

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