Administration & Secretarial Jobs in UAE

Roles & Responsibilities Handle, track and follow up on all the procedures handled by HR-GL section including the ones related to different types of visas, medical fitness tests, health insurance, UAE Emirates IDs and others for all DDW stakeholders as applicable (e.g. DDW employees, clients, sub-contractors, family members, etc.) in line with applicable regulations of the concerned external authorities and DDW policies and procedures. Handle, track and follow up on all procedures related to renewal of passports for all DDW stakeholders as applicable (e.g. DDW employees, clients, sub-contractors, family members, etc.) through concerned consulates / embassies in UAE in line with the applicable regulations and DDW policies and procedures. Handle, track and follow up on all procedures related to HR Post and Couriers as applicable e.g. coordination of incoming and outgoing mails, messages, documents, packages, and other items and maintenance of good housekeeping in all work areas by following DDW-D safety standards and regulations. Ensure that all personnel documents related to DDW-D employees are timely uploaded on the Company’s HRMS and all relevant details are timely and accurately recorded and kept up-to-date on a regular basis on Company’s HRMS and other databases and files used by HR-GL section. Ensure that the costs of all transactions handled by HR-GL section are fully and accurately recorded, invoiced and accounted for and recharged to the concerned persons, departments, projects, etc. as applicable in liaison with concerned DDW departments e.g. Commercial, Production & Accounts departments on a periodic basis or as and when required. Coordinate with Accounts department for all the invoices / expense claims / IOUs related to the processes handled by HR-GL Section. Prepare official documents including letters, requests, reports required by the business and/or employees to be submitted to government organizations as per the approved / designated formats as and when needed. Generate the various periodic reports (weekly, monthly, quarterly, annually) to be submitted to the Section Head / HR Management / and concerned DDW-D Departments. Support Section Head in the supervision and acting as a team leader to ensure that all of the activities related to the functions are handled timely and effectively. Perform other job related duties as assigned by the section head. Desired Candidate Profile Bachelor Degree in Human resource or similar discipline Minimum 5 - 8 years’ experience in HR. Arabic knowledge is must Awareness of the rules and regulations related to different concerned government entities Computer competent with good IT Skills & hands on experience in MS Office Good reporting and analytical skills

Roles & Responsibilities The responsibilities of an Executive Secretary can vary depending on the specific organization and industry. However, the role generally involves providing high-level administrative support to top executives, such as CEOs, presidents, or other senior managers. Here are some common job responsibilities of an Executive Secretary: Calendar Management: Organizing and managing the executive's schedule, including arranging meetings, appointments, and conferences. This may involve coordinating with other team members or external parties to find suitable meeting times. Communication: Handling incoming and outgoing communications on behalf of the executive, including phone calls, emails, and written correspondence. Ensuring important messages are conveyed promptly and efficiently. Travel Arrangements: Planning and coordinating travel arrangements for the executive, including booking flights, hotels, transportation, and preparing travel itineraries. Meeting Support: Assisting with the preparation and distribution of meeting agendas, documents, and presentations. Taking meeting minutes and following up on action items as necessary. Document Management: Organizing and maintaining files and documents, both physical and digital, ensuring easy access to information when needed. Gatekeeping: Screening phone calls, visitors, and emails, filtering out unnecessary or low-priority requests and prioritizing important matters. Data Analysis and Reporting: Assisting with data gathering, analysis, and preparation of reports for the executive. This may involve using software tools like spreadsheets or databases. Expense Management: Handling expense reports and reimbursements for the executive, ensuring accuracy and compliance with company policies. Confidentiality: Maintaining strict confidentiality of sensitive information and ensuring that the executive's privacy is protected. Special Projects: Assisting with various special projects and assignments as assigned by the executive, which may involve research, coordination, and implementation of initiatives. Liaison: Acting as a liaison between the executive and other departments, team members, clients, and external stakeholders. Event Coordination: Organizing and managing events or functions hosted by the executive or the organization, which may include conferences, seminars, or team-building activities.

Roles & Responsibilities Responsible for designing, implementing and managing Office 365 and directing functions relating to. Cloud Infrastructure Management Deploys and ensures smooth operations and optimizations of IT applications and services such as AWS, Azure, and OCI. Monitors cloud resources such as Virtual machines, Databases, Storage, Windows & Linux server operating systems. Coordinates and escalates issues to Managed Service Providers (MSPs) for prompt resolution. Plans and schedules routine maintenance activities, including software updates and hardware upgrades. Ensures the effectiveness of backup and recovery procedures for business continuity. Implements and maintains cloud security best practices, including identity / access management and data encryption. Network Administration Implements and maintains the organization's network infrastructure, including routers, switches (Cisco/Avaya), firewalls (FortiGate) Indoor/Outdoor wireless networks (Avaya/Altai). Monitors and identifies network performance and bottlenecks and implements necessary optimizations to ensure high availability of user experience. System Administration: Creates and manages user accounts, licenses, and access permissions in Microsoft 365. Provides technical support to end-users, addressing Microsoft 365-related issues and configures and maintains distributions lists, mailboxes, and email policies. Configures, manages mobile device, including multi-factor authentication (MFA) and data loss prevention (DLP). and ensures compliance with organizational policies. Implements and maintains server security measures, including antivirus, intrusion detection systems, and access controls. Manages and maintains active directory infrastructure, including domain controllers, forests, trusts, DNS and DHCP services. Manages and maintains Intune and group policies for user configurations and computer system settings. Performs regular patch updates and fix vulnerabilities as per company policy. Tests updates in a controlled environment before deployment. Collaboration, Documentation and Reporting: Collaborates with internal teams and stakeholders to understand business requirements and translate them into scalable and secure cloud and network solutions. Provides technical guidance and supports to other IT teams and end-users using service desk. Prepares regular reports on system performance, capacity planning, and security incidents. Information Security Management System (ISMS): Ensures compliance with relevant regulatory requirements, such as GDPR or HIPAA. Safeguards company information as per Information Protection policies. Implements and maintains an Information Security Management System based on the ISO/IEC 27000 series standards, including certification against ISO/IEC 27001 where applicable. Implements and maintains the necessary information security policies, standards, procedures. and guidelines, in conjunction with the Information Technology Security Committee. Performs the IT compliance monitoring and improvement activities to ensure compliance both with internal security policies etc. and applicable laws and regulations. Participates and supports an information security awareness, training and educational activities. Participates and supports an information security risk assessments and controls selection activities. Participates and supports relating to contingency planning, business continuity management and IT disaster recovery in conjunction with relevant functions and third parties. Complies with IT Policies (Governance and IT Security) and comply with all applicable system and security controls /Clause and LAWs. Reports an Information Security incident timely manner and action per management direction. Desired Candidate Profile The ideal candidate must possess a graduate or post graduate degree in computer science or information technology or equivalent. Any additional certifications such as Azure / AWS Certified Solutions Architect, Cisco Certified Network Professional (CCNP), Microsoft 365, Enterprise Administrator or Fortinet Firewall certification are advantageous. The candidate must have minimum 5 years of experience in cloud infrastructure management, including Microsoft 365 administration, AWS, Azure, and Oracle Cloud infrastructure and must be knowledgeable of Fortinet Firewalls, Network administration, protocols, and security.

Roles & Responsibilities Manages onboarding process of Corporate (all grade and All MD/DD/HD – GM & CEO) from the acceptance of the offer to the allocation of the desk and UAE travel help desk besides communication management of HQ. Travel Desk Management: · Follow up and support travel arrangements and related operations within the systems and procedures, · Manage travel requests of Owner’s business trips, · Fare sheet (monthly submission at Oracle and BUHR): Monthly fares update at oracle for non-management leave passage · Responsible from Online Booking Tool Management implementation in the group. · Come up with programs and policies for online booking tool and corporate travel. · Build and maintain a relationship with vendors and agencies globally. · Work collaboratively with Corporate Procurement Team, negotiate rates and contracts with travel service providers. · Follow up and update related company policies while ensuring that all services provided comply with all travel procedures. · TMC invoices submission to Finance fortnightly along with Sec. approval (Board) Onboarding & Visa Management: · Onboarding Corporate all grade and All MD/DD/HD - GM N& CEO; Welcome Email/call, Docs attestation, Visa, Ticket, hotel, transfers, medical, biometrics, insurance, desk arrangement, IT Asset, Induction, visa stamping, · Manages business visa requirements. · Access Approval/ PIC - DMCC · Manage Relocation - MD/DD/HD - GM & CEO: Arrange survey of relocation agency at New joiner or exit employee (in case of retirement) and coordination with relocation agency and new joiner/exit employee end to end · Attestation - DC/MC/BC: Document attestation of New joiner (degree, birth certificate, marriage certificate etc. inside and outside country · Support to teams during their leave (Business Visa, Family visa, MRR, Driver Rostering, Off Boarding) · Manage Escalations from suppliers (Payment/SSC/Invoices/LPO etc.) Admin Management: · Responsible from tele-communication activities of Corporate. SPOC with Etisalat and Du. Responsible for all landline connections/deletions and payments besides resolving service issues/complaints for voice lines and payments. Key Performance Indicators · Onboarding experience, UAE Lwas & Regulations knowledge · Travel background including knowhow of external suppliers; Flight Companies, Hotels etc. Desired Candidate Profile · 5 – 10 years of HR & Admin management experience. · Relevant education level in HR/facility Management/Business Administration or similar · Behavioral: 1. Relationship Management 2. Problem solving 3. Customer Oriented 4. Planning and Organizing skills 5. Ownership and Result Orientation 6. Good communication (Verbal and Written) 7. Negotiation skills · Technical: 1. Understanding of employment laws, rules, regulations and policies 2. Experience in multi task management Skills: · Collaborative team player. · Result-oriented, pragmatic hands-on approach, and can-do approach. · Fluent in English, and Arabic is an advantage. . Proficient in MS Office (Word/Excel/PowerPoint).

Roles & Responsibilities Greet and welcome guests in a professional and friendly manner. Answer and direct phone calls, taking messages when necessary. Manage and maintain appointment and meeting schedules for executives. Coordinate and schedule travel arrangements for executives. Handle incoming and outgoing mail, packages, and deliveries. Maintain a clean and organized reception area. Assist in preparing documents, reports, and presentations. Manage office supplies and inventory. Coordinate and schedule meetings and conferences. Provide administrative support to executives and team members as needed. Desired Candidate Profile Minimum of a high school diploma or equivalent. 2+ years of experience as a receptionist or secretary. Proficiency in Microsoft Office Suite. Excellent verbal and written communication skills. Strong organizational and multitasking abilities. Attention to detail and problem-solving skills. Professional and friendly demeanor. Ability to work independently and as part of a team. Fluent in English (additional language skills are a plus). Ability to handle confidential information with discretion.

Roles & Responsibilities To verify audit reports of the hygiene walks and internal food safety audits & publish it to all entities within three days of the audit. To perform internal food safety audits To perform SQ audits and Staff Kitchen audits as per the established frequency. To verify prepared audit reports of Qatar and Bahrain promptly. To follow up with all stores for CAPA of external HACCP audit. To maintain all HACCP related central documents of all entities. To follow up with all stores for CAPA of internal HACCP audit. Ensures all FSH record keeping & documentation in all facilities. HACCP Core Committee Team member of Retail, Supply Chain and CFI HACCP Teams. To prepare HACCP meeting PPT with audit points before each respective meeting. To maintain documentation & record keeping of the Dept. To ensure documentation is organized, filed and easily retrieved with proper numbering system. To ensure all documents are archived in DMS. To communicate with pest control vendors for regular pest control treatments of all facilities. To ensure on CAPA is followed as suggested by pest control vendor. To communicate with chemical vendors and cleaning contractors for their regular services. To ensure on CAPA is followed as suggested by chemical vendor. To Coordinates & communicates with all facilities regarding food safety related matters. Advises microbiological sampling for purchase orders. To arrange samples of food products for third party lab and government labs. To evaluate deviation of measured calibration values shared by Technical Department and preparing and issuing calibration stickers to all facilities. To prepare calibration certificates whenever required as per various Municipality rules. Alert Technical Department for calibration due dates in advance in a timely manner. To ensure planning and execution of all tasks for new stores as per the standard QHSE pre-opening checklist. Ensures stationary management of the Dept. Coordinates with Transport Department for maintaining all Food Control Departments / JAFZA food vehicle registration & registration renewal copies and master list. Maintains transfer memos to track internal dispatch of centrally procured consumables to all facilities. To conduct comparative quality control analysis of food products based on the set product specifications whenever team evaluation required. Desired Candidate Profile Bachelors or Masters in related food science / Bachelors in any degree Level 3 Person In Charge Certification (desired) Level 2 Award in Food Safety (desired) HACCP in Practice / Level 3 Award in Food Safety (Optional) Minimum 2 years’ experience in retail food industry / Food Safety / Quality / Health & Safety Management in food industry / with exposure admin job.

Roles & ResponsibilitiesCost Control and Analysis:Monitor and control project costs throughout the construction phase.Prepare and analyze cost reports to track project expenditures against budgets.Identify cost-saving opportunities and risk mitigation strategies.Contract Administration:Administer contracts and ensure compliance with contractual terms and conditions.Prepare, evaluate, and negotiate change orders, variations, and claims.Maintain accurate records of all contract-related documents.Value Engineering:Collaborate with project teams to identify value engineering opportunities.Evaluate alternative design and construction methods to optimize cost-efficiency.Quantity Takeoffs and Measurement:Perform detailed quantity takeoffs and measurements for project materials and labor.Verify quantities for interim and final payments to contractors.Cost Reporting:Prepare regular cost reports and financial forecasts for project stakeholders.Present cost-related information to project management and clients.Risk Management:Identify and assess potential financial risks and propose mitigation strategies.Assist in the preparation of risk assessments and contingency plans.Subcontractor Management:Review subcontractor payment applications and invoices for accuracy.Resolve payment disputes and issues in collaboration with the project team.Compliance and Documentation:Ensure compliance with local regulations and industry standards.Maintain accurate and organized project records and documentation.Desired Candidate ProfileBachelor's degree in Quantity Surveying, Civil Engineering, or a related field.Proven experience as a Quantity Surveyor in construction projects, with specific experience in post-contract work.Knowledge of construction contracts, FIDIC contracts preferred.Proficiency in quantity takeoff software and cost estimation tools.Strong analytical and problem-solving skills.Excellent communication and negotiation skills.Ability to work effectively in a collaborative team environment.Familiarity with the construction industry in the UAE, particularly in Ras Al Khaimah, is a plus.

Roles & Responsibilities Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate. By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day Overview of the role: Provide PA support to the Director, arrange meetings, managing Diaries, travel arrangement & accommodation (Business Trips), process approvals. Arrange visits, events/Conference, Responsible for office functions, develop office procedures, organizing and coordinating office operations in order to ensure organizational effectiveness and efficiency. Responsible for Petty Cash Fund Mgt. Manage Procurement & Payables for AFSRL. Filing and maintaining office records, resolving inter office disputes, maintain office equipment, telephone systems, responsible for the Facilities & maintenance. What you will do: PA to MD of Automotive Financial Services, Rental, Leasing and Subscriptions Office Management, Facilities, Maintenance & HSSE, Cost Savings Initiatives.Provide all Departments with sufficient cash to cover minor expenses and ensure intact receipts & detailed reports are forwarded to Finance in compliance with AFM guidelines. Desired Candidate Profile Job-Specific Skills: PC Skills Microsoft Office, Microsoft outlook, Data Access, Presentation. Project Management. Microsoft Visio. Behavioural Competencies:  Organise, communication skills, analytical, problem solving, attention to details, coaching skills, initiative, integrity, adaptability, teamwork, decision making, time management, delegation. What equips you for the role: Minimum Qualifications and Knowledge: Graduate of bachelor’s in business administration or Business Management Graduate Minimum Experience:  At least 5 years knowledge in Administrative Management practices and procedure. Minimum Experience:    At least 5 years know

Roles & Responsibilities Job Description – Senior System Administrator As a Senior System Administrator, you will be responsible for overseeing the day-to-day operation, maintenance, and security of our organization's computer systems. You will support the planning, coordination, and execution of projects under the guidance of the senior project management team. You will work closely with other IT professionals and cross-functional teams to ensure the smooth functioning and optimal performance of our IT infrastructure. The ideal candidate will have a strong technical background, excellent problem-solving skills, and the ability to handle multiple tasks in a fast-paced environment. Responsibilities: 1. Manage and maintain the organization's computer systems, servers, and network infrastructure. 2. Assist in the planning and initiation of projects, including defining project scope, objectives, and deliverables. 3. Assist in conducting project meetings, documenting meeting minutes, and distributing action items to relevant stakeholders 4. Monitor system performance and identify potential issues or bottlenecks proactively. Take appropriate action to optimize performance and ensure high availability. 5. Install, configure, and maintain operating systems, applications, and software patches. 6. Manage and troubleshoot network devices, including switches, routers, firewalls, and VPN connections. 7. Implement and maintain backup and disaster recovery solutions to ensure data integrity and minimize downtime. 8. Identify security vulnerabilities and implement appropriate security measures, including firewall configurations, intrusion detection systems, and data encryption. 9. Monitor system logs and audit trails for suspicious activities and security breaches. Investigate and resolve security incidents. 10. Collaborate with other IT teams to implement new technologies, evaluate system requirements, and make recommendations for system enhancements and upgrades. 11. Develop and maintain system documentation, including network diagrams, configuration files, and standard operating procedures. 12. Provide technical support and troubleshooting assistance to end-users, including resolving hardware and software issues, network connectivity problems 13. Mentor and provide guidance to other teammates, sharing knowledge and best practices to enhance the overall IT team's skill set. 14. Stay up to date with the latest trends and advancements in system administration and related technologies. Evaluate and recommend new tools and technologies to improve system performance and security. Desired Candidate Profile 1. Bachelor's degree in Computer Science, Information Technology. Relevant certifications (e.g., Microsoft Certified Systems Administrator, Fortinet Administration, PMP) are a plus. 2. Knowledge of project management methodologies and frameworks (e.g., Agile, Scrum, Waterfall) is desirable. 3. Proven experience as a System Administrator or similar role, with at least 7+ years of experience in managing complex IT environments. 4. Strong knowledge of Windows, Mac and Linux operating systems, including system installation, configuration, and administration. 5. Experience with virtualization technologies (e.g., VMware, Hyper-V) and cloud platforms (e.g., AWS, Azure, Oracle) is highly desirable. 6. Proficiency in managing and troubleshooting network infrastructure, including TCP/IP, VLANs, routing, and VPN technologies. 7. In-depth knowledge of security principles and best practices, including firewalls, intrusion detection systems, and access controls. 8. Familiarity with backup and disaster recovery methodologies and tools. 9. Strong scripting and automation skills (e.g., PowerShell, Python) for system administration tasks. 10. Excellent problem-solving and analytical skills, with the ability to diagnose and resolve complex technical issues. 11. Strong communication and interpersonal skills, with the ability to work effectively in a team environment and collaborate with colleagues from various disciplines. 12. Proven ability to manage multiple tasks and prioritize effectively in a dynamic and fast-paced environment. 13. Strong attention to detail and a commitment to delivering high-quality work. 14. Flexibility to work outside regular business hours when necessary for system maintenance and emergencies.

Roles & Responsibilities CLOSING DATE 28 AUGUST 2023.NOTE: Please ONLY apply if you have sufficient experience and skills required as per job description below.Job Summary.As AM Administrator, Order Processing, you will be an integral member of the AM Administration team.You will provide critical administrative support to cross-functional teams within NOV as and when required along with everyday tasks.Your proficiency in numeracy and Microsoft Office software will be critical to this role as will your ability to provide excellent customer service to both internal and external customers of NOV.Responsibilities and Accountability:• Check commercial aspects of incoming purchase orders• Create, maintain & process orders in the ERP system (Glovia, JDE etc.)• Cost allocation• Cost verification & control• Process purchase requisitions• Receive & review incoming 3rd party / Intercompany invoicing• Finalize Order (e.g. create and/or review billing summaries, tasks related to warranty submission)• Prepare & complete invoicing• Follow-up on invoices• Customer portal administration & vendor & customer registration• Backup support and carry out any other relevant duties as assignedOperational Skills:• Result-oriented• Multitasking abilities• Good time-management skills• Accuracy and attention to detail• Organized, structured & efficientQUALIFICATIONS AND EXPERIENCE:• Bachelor s Degree or equivalent combination of education & experience (essential)• Working knowledge of ERP systems (essential)• Written and verbal communication skills (essential)• Experience working within an Administrative team• Scheduling & Planning (essential)• Very good understanding of office management processes (desirable)• 3 years experience (essential)Every day, the oil and gas industry s best minds put more than 150 years of experience to work to help our customers achieve lasting success.We Power the Industry that Powers the WorldThroughout every region in the world and across every area of drilling and production, our family of companies has provided the technical expertise, advanced equipment, and operational support necessary for success now and in the future.Global FamilyWe are a global family of thousands of individuals, working as one team to create a lasting impact for ourselves, our customers, and the communities where we live and work.Purposeful InnovationThrough purposeful business innovation, product creation, and service delivery, we are driven to power the industry that powers the world better.Service Above AllThis drives us to anticipate our customers needs and work with them to deliver the finest products and services on time and on budget.

Roles & Responsibilities Parisima Talent is hiring with one of our clients in Hospitality industry. Position: Secretary / Admin Executive Job location: Abu Dhabi Salary: AED 2500 + Sharing Accommodation and Transport Job responsibilities: Day-to-day secretarial to include typing, filing, telex, fax, telephone and distribution of memos, letters, information. Organize daily incoming correspondence, make preliminary assessment, and handle and respond as appropriate. Receive and screen all incoming telephone calls, provide, and receive information or refer the matters to the appropriate person to handle. Keep calendar constantly updated to facilitate appointment and meeting schedules. Establish and maintain various filing / records / database of business contacts, trace pending items and follow up as appropriate. Arrange for various meetings and take minutes. Desired Candidate Profile Prior experience in admin / back office / secretarial role is must.