General Presentation

Providing water, energy and waste management solutions for 160 years, Veolia offers public authorities and industries with a range of water, energy and waste management services vital to human development and sustainable growth in 48 countries around the world. We continue to adapt and innovate inline with economic growth and human development by designing and implementing solutions that will have a positive impact on the environment and resources. As Veolia Resources, our goal is to build a better 21st century.

In the Near & Middle East, Veolia works with industries, governments and communities, retail and commercial businesses to deliver innovative and sustainable solutions that are needed today and in the future. Through public-private partnerships and innovative contractual schemes, Veolia is committed to achieving quantifiable results with sustainable, pragmatic environmental solutions.

Key figures:

- More than 3,000 employees in the Near & Middle East (in addition to the 5,000 for Enova which reports directly to Veolia AMO, for Facility Management and energy Efficiency contracts in the ME)
- A strong local network across the region (UAE, Oman, Qatar, Bahrain, Kuwait, KSA,Lebanon,Jordan, Turkey)
- 30 years of sustainable partnerships with more than 6,000 references.

Position Summary

This position requires administrative skills and a good knowledge of immigration requirements. Rigor, organization, accuracy, multi-tasking, discretion and team spirit are some of the main qualities expected. You must commit to the tasks required by Veolia’s UAE CEO as well as Office Management Responsibilities.

Key Responsibilities

ASSISTING CEO, COO & Management
- Serve as the principal point of contact for internal and external stakeholders on all CEO-related issues.
- Work closely with the CEO to keep them up to date on impending obligations and tasks, and follow up as needed.
- Responsible for managing the CEO, COO & Management calendars, scheduling their meetings, appointments. Prioritising and resolving any scheduling conflicts.
- Organise dedicated events, book the venues and send invites on their behalf.
- Take care of their travel arrangements including air tickets, visas, hotel bookings and car rentals/ground transportation.
- Compiling their expense claims, have the necessary validations and keep record.
- Sending out communication on their behalf including memos, notes and emails to the employees.
- Conducting any research or requirement tasks on which they might need support.
- Preparing letter and replies of letters as and when required
- Coordination with Internal and external stakeholders

OFFICE MANAGEMENT
- Manage petty cash reimbursements and reconciliation.
- Handle stationary and office supplies (pantry items, stationery, etc)
- Resolve office-related malfunctions and respond to requests or issues.
- Receiving invoices from suppliers, creating POs and following up on payment with Accounts
- Ensuring the Office is clean and in good condition at all times.
- Managing the Office Cleaner & Driver
- Maintain trusting relationships with suppliers, customers and colleagues

ADMINISTRATIVE & IMMIGRATION
- Organising travel and itineraries for VGWS employees (air tickets, hotels, visas etc)
- Assist HR Director with organising office events
- Update and maintain staff directory and staff documentation
- Take care of the New Joiners on-boarding program, visa application, air tickets, hotel temporary accommodation, IT material, bank account opening, medical insurance application, induction program
- Coordinating rental contracts for company rented accommodations
- Perform any duty requested by the HR Department
- Any other assignment/task by management

Requirements

SKILLS AND PERSONAL ATTRIBUTES
- Education: Bachelor's degree in Business Administration or related field.
- A minimum of 5-7 years experience in the related field.
- Proven success in Office Coordination.
- Ability to maintain confidentiality of company and personal information
- Demonstrated effective interpersonal skills
- Strong time-management and multitasking abilities
- Creative problem-solving
- Excellent written and oral communication skills
- Fluency in English is required;
- Strong computer skills, proficiency with office applications, and aptitude for learning new software and systems