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Department Coordinator ( Temporary )

DP World UAE Region FZE

Posted on December 22, 2019

4 - 7 years Ajman, Dubai, Sharjah - United Arab Emirates

Company Secretary(Company Secretary), Bachelor of Business Administration(Management). Any Arabic National, Emirati (UAE), Filipino, Any Nationality Female

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Job Description

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Principal Responsibilities
1. Provide administrative support to senior managers in a manner consistent with the department goals and objectives.
2. Organize business travel arrangements for senior managers, as required.
3. Prepare agendas and make arrangements for committee, board, and other meetings and take minutes.
4. Prepare invoices, memos, letters, budgets and other financial statements and relevant documents using MS Office.
5. 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
6. Oversee and if required, analyse, sort, prioritize and distribute all incoming correspondences, including faxes, memos, and submissions, to concerned person thereby ensuring a smooth flow of communication.
7. Preparing correspondences on behalf of the department for arising external queries and other routine enquiries.
8. Handle petty cash for miscellaneous expenses; and place orders for office equipment, stationery items as per department requirements.
9. 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.
10. Coordinate with external parties and other departments, and establish a professional rapport by promptly attending to requests, queries and complaints.
11. Provide additional support during special projects and events.
12. Provide updates on ongoing and upcoming projects, keep a status check on current projects and ensure deliverables are met by involved personnel.
13. Proactively work and ensure continual recommendations to improve departmental functions are developed and implemented.
14. Assist in the preparation of department reports, KPI reports, year-end budgeting and financial analysis works for management review.
15. Process staff leave application and to update duty resumption, staff overtime and related activities in Oracle HR.
16. Process purchase requisitions, CAPEX and OPEX and related activities on MAXIMO system and create personnel request on Sniper Hire.
17. Provide a broad range of ad-hoc department support as required


Accounts / Taxation / Audit / Company Secretary

Desired Candidate Profile

Excellent in MS Office, Very strong Communication and Personality, Good skills and logic in documents filling

Keywords

To provide administrative support to Department Managers and to assist in all department functions therefore adding support to the smooth running of department functions. also Manage department documents and filling

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DP World UAE Region FZE

Jebel Ali Port operated by DP World UAE Region, is the largest marine terminal in the Middle East and the flagship facility of DP World’s portfolio of over 78 marine terminals across six continents. Strategically located in Dubai, Jebel Ali port is at the crossroads of a region providing market ac cess to over 2 billion people. As an integrated multi-modal hub offering sea, air and land connectivity, complemented by extensive logistics facilities, Jebel Ali Port plays a vital role in the UAE economy.

It is a premier gateway for over 90 weekly services connecting more than 140 ports worldwide. Expansions currently underway at the Port will bring total handling capacity to 19 million TEU by 2017. Jebel Ali port has been voted “Best Seaport in the Middle East” for 21 consecutive years and is ranked the 10th largest container port worldwide. It has the world’s largest man-made harbour.

DP World UAE Region portfolio includes Jebel Ali Port, Mina Rashid Cruise Terminal and Coastal Berth, and Al Hamriya in Dubai city
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