ADMINISTRATION ASSISTANT - #25180

Department QHSE
Job Description

Applications are invited for the position of Administration Assistant

Reports to: Cleaning Manager
Location : Dubai

Roles and responsibilities

Ensure compliance to all Health and Safety policies.
Reports any Health and Safety hazards to immediate head.
Carry out brief orientation on site with all new staffs to ensure safety and compliance
Systematically maintain all staff records, and other official documents and ensure that the records are updated.
Managing duty rosters of all the cleaning staffs and coordinating with the concerned Supervisors and HR dept in case of any discrepancies.
Perform a broad range of administrative tasks as required, answering telephone calls, formatting letters and correspondence, generating checklist and posters and preparing reports
Work on any special projects and carry out any other duties and tasks as assigned by the Divisional Head.
Support division by ensuring probation reviews for newly recruited and promoted staff are carried out and information is recorded on personal files.
Assist division in the administration of staff appraisals and forwarding the appraisals to HR dept.
Support divisional staff in typing assignments, memos, transcripts of minutes and reports.
Manage entire Time and Attendance System of Cleaning staff in EKFC 1, EKFC 2 and camps. Managing duty rosters of all cleaning staffs and forward discrepancies to the Supervisors.
Maintain a strong follow up on pending matters and coordinate with the concerned people in order to get the matters accomplished as desired.
Assist in the planning and preparation of internal or external trainings by the chemical suppliers.
Provide administrative support to the Cleaning Manager.
Performs routine work such as answering telephone calls, formatting letters and correspondence, generating checklist and posters and preparing reports.
Maintain the complete filing system for the department. Support divisional staff in typing assignments, memos, transcripts of minutes and reports.
Manage entire Time and Attendance System of Cleaning staff in EKFC 1, EKFC 2 and camps.
Follow up on pending matters and coordinate with the concerned people in order to get the matters accomplished as desired.

Skills and Competencies

Higher Secondary certificate Qualification or equivalent qualification.
Minimum 2 years experience in a similar clerical/office administrative role.
Occupational Health and Safety
Ensure that safe working practices and procedures are implemented and adhered to in accordance with company policies.
Relationships with People
Demonstrates a desire and willingness to work with others to achieve objectives
Meeting Customer Expectations
Anticipates customer needs- keeps customers abreast of relevant changes- distributes helpful information
Achieving Results
Focussed on achieving specific goals and planned targets.
Developing Self
Creates learning and development opportunities for self and others across functions and departments.
Leading and Supervising
Shares responsibilities with the team to enhance participation and commitment.
Planning and Organising
Provides team members with clear instructions regarding the work to be performed, deadlines and quality standards.
Creativity and Adaptability to Change
Reviews existing systems and processes to identify and put in place improvements.
Problem Solving and Decision Making
Considers all options, weighs up with the advantages and disadvantages, approaches problem.