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a role in Creating the
Future of World Trade?

VAC4381 - Department Coordinator

Division Finance
Location Dubai, U.A.E.
Department DPW FZE DUBAI PORT INTL
Closing Date 18-Nov-2019
About the Business

DP World is a leading enabler of global trade and an integral part of the supply chain. We operate multiple yet related businesses – from marine and inland terminals, maritime services, logistics and ancillary services to technology-driven trade solutions.

We have a portfolio of 77 operating marine and inland terminals supported by over 50 related businesses in 40 countries across six continents with a significant presence in both high-growth and mature markets. We aim to be essential to the bright future of global trade, ensuring everything we do has long-lasting impact on economies and society and creates a better future for everyone.

Our dedicated team of over 37,000 employees from 110 countries cultivate long-standing relationships with governments, shipping lines importers and exporters, communities, and many other important constituents of the global supply chain, to add value and provide quality services today and tomorrow.

We make sure cargo keeps moving so people have the things they need, when they need them, helping economies grow and nations prosper. It’s an important job, and one that requires smart, proud, passionate people working all across the world – people who are not afraid to innovate and find new ways of driving our business forward. We foster a culture of collaboration, innovation and respect. Our global workforce is made up of 45,000 people with over 110 different nationalities who bring their experience and expertise together, allowing us to be a global leader.

By thinking ahead, foreseeing change and innovation we aim to create the most productive, efficient and safe trade solutions globally.

 

About the Role

To provide executive support including full administrative and secretarial support to the assigned department and members of the team.

 

Key Accountabilities
  • Provide administrative support to the assigned executive(s).
  • Coordinate and assist with queries and requests received by the Department.
  • Manage and maintain the department’s data management system(s), SOPs, SLAs and relevant toolkits.
  • Manage and improve the Department’s internal filing system(s).
  • Liaise with other departments, external parties, bodies and service providers, as necessary from time to time;
  • Provide efficient and accurate logistical and administrative support for travel arrangements to the department and external parties (including flights, hotel bookings, visas, gate passes).
  • Assist with organising department events and meetings.
  • Assist with tracking and processing external invoices and payments if necessary.
  • Implement and manage appropriate document retention practice: establishing process for storing, arranging, indexing and classifying records, ensuring records are easily accessible when needed, making arrangements for destroying or archiving finished records, implementing the retention and disposal schedules aligned to the policy and supporting the team with their record management requirements.
  • Manage the coordination of calendars (as required) for department ensuring smooth flow of meetings and follow up on meeting agenda and actions with team members.
  • Maintain and update department address book and list of directors/managers.
  • Make necessary arrangements for Business travel as required. This includes preparing itinerary, coordinating with travel agents, hotel booking, visa formalities and arrangements for travel allowance with Finance department so as to ensure that all aspects of business travel are taken into account well in advance.
  • Collect and process invoices, bills, direct debits and expenses claims (RFPs, BTR etc) on behalf of the department and maintain a system of record management to enable the accurate preparation of monthly reconciliation and ‘against budget’ summaries.
  • Ensure all expenses reports such as petty cash / International expenses Claims / entertainment expenses claim (international and Local), telephone bills, Corporate Credit Card & Department Credit Card submitted for approval and Finance process are supported with proper documentation.
  • Oversee the department’s compliance with the Company’s procurement and finance policies, including receiving quotations, processing purchase orders charge backs and invoices (including Pcards).
  • Liaise with Accounting and Finance Departments to audit the department’s expenses and financial administration.
  • Prepare and clear CAPEX / OPEX, requests for payments, petty cash, and Maximo requisition requirements for the Department;
  • Manage with the annual budget preparation for the department.
  • Proactively work and ensure that continual recommendations to improve departmental administrative functions are developed and implemented.
  • 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.
  • Follow up on staff leave applications to ensure up to date information.
  • Ensure that department stationery, facilities and equipment are in order by monitoring, replacing and ordering stationery and order stock as required.
  • Liaise with internal support department regarding machine breakdowns and fixes.
  • Support in any in house training and conferences by printing and dispatching the materials.
  • Support with onboarding of new joiners.
  • Manage the department’s social media account in coordination with the team & Group Communications.

General:

  • Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s Founder’s Principles, values and culture; ensuring the highest level of safety is applied in all activities; understanding and following DP World’s Code of Conduct and Ethics policies.
  • Perform other related duties as assigned. 

 

Qualifications and Experience

In order to give credible support to the organisation and be successful in this role, the ideal candidate will have the following:

  • Administration / Office Professional Diploma or Certificate.
  • Bachelor degree level preferred.
  • Proficiency in Microsoft Applications (Word, Excel, Outlook, PowerPoint, Visio) and usage of Internet.
  • Excellent verbal and written skills are required. Fluency in English language is mandatory. Arabic, French or Spanish an advantage.
  • Minimum of 5 years’ administrative experience working as an Office Manager or Administrator / PA for Management level within a multinational/global organisation.
  • Previous experience in a legal, regulatory or compliance department or organisation not required but preferred.

Skills

  • Very strong administration and analytical skills.
  • Well-developed planning and organising skills and the ability to perform well under pressure.
  • Strong attention to detail, accuracy and quality of work.
  • Self-starter with energy and drive who takes initiative and is proactive in approach.
  • Adaptable with the ability to manage multiple tasks and juggle priorities.
  • Strong interpersonal influencing and impact skills skills.
  • Business acumen and confidence in dealing with senior management.
  • Team player.

 

Other Information

The employment benefits package is reflective of the location for this position.

 

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