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VAC4218 - P&O Marinas Department Assistant

Division Marine
Location Dubai, U.A.E.
Department P&O Marinas - DEP
Closing Date 22-Nov-2018
About the company P&O Marinas is a DP World company established to develop world class locations for the mooring of yachts and the hospitality of their owners, captains, guests and the local residents. After the successful experience of Mina Rashid Marina (Dubai, UAE) where we offer berths for some of the world’s largest yachts, P&O Marinas extended its management and operations to four marinas in Dubai, located along the beautiful coast of Jumeirah.
Our ongoing focus is to expand beyond Dubai through the world creating lifestyle destinations for yachting enthusiasts, local residents and tourists, offering a wide range of amenities and services ranging from private and hotel accommodation, shopping centres, sailing and sports clubs to cruise terminals, for the benefit of communities and economies globally.
About the role Based in Dubai at Mina Rashid office, the main purpose of this role is to provide administrative support to department Managers and to assist in all departmental functions therefore adding support to the smooth running of department functions.
Key Responsibilities
  • To provide administrative support in a manner consistent with the department goals and objectives.
  • To organize business travel arrangements for senior managers, as required.
  • To prepare agendas and make arrangements for committee, board, and other meetings and take minutes.
  • To prepare invoices, memos, letters, budgets and other financial statements and relevant documents using MS Office.
  • To create, maintain and update an efficient database of internal/external clients and archive all information received by the department, electronically or paper, for reference and documentation purposes
  • To oversee and if required, analyze, sort, prioritize and distribute all incoming correspondences, including faxes, memos, and submissions, to concerned person thereby ensuring a smooth flow of communication.
  • To prepare correspondences on behalf of the department for arising external queries and other routine enquiries.
  • To handle petty cash for miscellaneous expenses; and place orders for office equipment, stationery items as per department requirements.
  • To review departmental documents prior to submission, to ensure accuracy of data and compliance with company established formats, procedures and policies, and recommend revisions as required.
  • To assist the Marine team in the preparation of the annual budget, management weekly and monthly reports, monthly performance reports, quarterly special reports, year-end budgeting and financial analysis.
  • To coordinate with external parties and other departments, and establish a professional rapport by promptly attending to requests, queries and complaints.
  • To provide additional support during special projects and events.
  • Provide updates on ongoing and upcoming projects, keep a status check on current projects and ensure deliverables are met by involved personnel. 
  • Proactively work and ensure continual recommendations to improve departmental functions are developed and implemented.
  • To assist in the preparation of departmental reports, KPI reports, year-end budgeting and financial analysis works for management review.
  • To process staff, leave application and to update duty resumption, staff overtime and related activities in Oracle HR.
  • To process purchase requisitions, CAPEX and OPEX and related activities on MAXIMO system and create personnel request on Sniper Hire.
  • To provide a broad range of ad-hoc departmental support as required.
  • To be the focal point between Marinas team and other department ( HC , IT , Finance ….)
  • Assist Marine operations management team for operational requirements
  • Fully responsible in maintaining office stationaries and other consumables in coordination with each department administrator (including board room and IT supplies) 
  • Assist department in arranging business cards in coordination with HC and Procurement Department as and when required.
  • Maintain an updated calendar of Board room availability
  • To assist other departments as and when required
  • Any other responsibilities raised by the Line Manager.
Qualification and Experience
  • Diploma degree with 2 - 5 years of experience in an administrative, secretarial and coordinator role.
  • High standard of communication and interpersonal skills, enabling communication at all levels within the business.
  • Attention to details.
  • Ability to manage multiple, complex tasks simultaneously.
  • Excellent communication and interpersonal skills.
  • Effective team communication.
  • Ability to work under pressure.
  • Ability to work in a multi-cultural environment.
  • Working knowledge of Microsoft Excel, Word and Outlook is essential.
  • Analytical and problem solving.
Remuneration and Benefits The employment benefits package is reflective of the market and location. A competitive salary package commensurate with the successful applicant's skills and experience will be offered .
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