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Open Vacancy in Dubai (Abu Dhabi)

Hey folks,

I have been informed about an open vacancy in Dubai. Interested people can send me an email with their CV and a letter of motivation. I will forward it to the Head of HR of the respective company, which plans to stay anonymous at this moment of time.

Candidates only, which fulfill the requirements, please!
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Tourism Development Consultancy seeking Office Manager

Purpose of the Position
Responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency

Scope

The Office Manager reports to the Senior Administrative Officer and is responsible for providing office management services. This includes project based and office related paperwork, staff scheduling, contact management, general coordination of tasks and periodical assistance with staff related tasks.

Responsibilities

1. Handle Front Desk operations: Phone, Guest greeting etc
a. Organize and maintain computer, phone, office contracts and utilities
b. Maintain travel calendar, enter contacts, forward calls, makes hotel travel plans, reservations, taxi etc
c. keep track on computer, the tasks assigned by various staff including: project due dates and responsible persons
d. Perform general clerical duties: type letters, send emails on behalf of Chairman, prepare documents and small shipments
e. Keep track of following on calendar (for accounting):
i. Annual Leave – must be pre-approved 2 week prior
ii. Sick Leave
iii. Public Holidays – inform staff each month of upcoming holidays and if we have free (Christians get Christian holidays, Muslims get Muslim holidays, everyone gets
2. Organize and maintain filing system
a. Design filing system (hard and soft copies)
b. Ensure filing system is maintained and updates
c. Define procedures for record retention
d. Ensure protection and security of files and records
e. Ensure effective transfer of files and records to associate parties
f. Properly dispose of files
g. Ensure personnel files are up to date (visas, residency etc)
3. Check, Maintain and replenish all office inventory
a. Anticipate needed supplies and verify receipt
b. Create, Review and approve supply requisitions based on budget and purchase history
c. Maintain office equipment
4. Liaise with partner agencies
5. Update Organizational Memberships (UNWTO etc)
6. Simple Bookkeeping for general office budget

Necessary Skills:

o Native English Speaker (not negotiable)
o Other languages preferred
o Measurable / Testable Microsoft office skills – specifically advanced excel, word and outlook knowledge
o Above average English writing skills (Business English, Business Format)
 Extensive experience writing officially formulated documents (for example to governments)
o Ability to maintain high level of accuracy in preparing and entering information
o Knowledge of Free Zone Rules and Regulations (visas, office registration, community services etc..)
o Ability to work under incredibly tight deadlines
o Decision Making under pressure
o Ability to create solutions to complex issues
o Above average social skills for dealing with high level dignitaries per telephone or in person
o Ability to cope with stress and different cultures
o Visible Time management skills

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