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Temporary - Office Manager


3 - 5 years Dubai - United Arab Emirates

Any Nationality

, Posted on May 16, 2018 1 Opening

Job Description

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AEF - Nutricia Middle East DMCC,a subsidiary of Danone, is looking for Temporary - Office Manager based in United Arab Emirates (AE) Dubai. Danone is a global food company holding top positions in healthy food through its four businesses: Fresh Dairy Products, Early Life Nutrition, Waters, and Medical Nutrition. Its mission, bringing health through food to as many people as possible, embodies commitment to human progress and business success. It gives meaning to the work of our 100,000 Danoners worldwide on an everyday basis. For passionate people looking for autonomy and exciting career opportunities, Danone truly has something special inside!
This is a temporary position until end of Dec 2018, following which the need for this position on a permanent basis will be re-evaluated. The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Communicating with people at all levels across all business functions and countries is a key part of this role as well as dealing with key stakeholders and a range of external providers and customers. The Office Manager is also covering receptionist duties.
Manage the Purchase Orders and KISSFLOW system for the Lower Gulf Team.
Ensure validation & tracking of monthly expenses of the medical team for Lower Gulf.
Timely payment to vendors in line with Danone policy for Lower Gulf Team
Debit note validation for Lower Gulf
Arrange documents for the purpose of new comers visas
Liaise with 3rd party vendors on day-to-day topics including but not limited to vendor selection, quotations, invoices, SoA, payment & activity follow up
Manage aggregation of 3rd party payment requests via distributors for UAE, Oman & Qatar
Ensure all pre-requisites for 3rd party payments via distributors are met before payment processing
Support Gulf Local commercial team in meeting all supporting documents requirements for Debit notes processing.
Arrange documentations for the purpose of business travel.
Book venues for main team/business events.
Facilitate the best rates with hotels and airlines, making sure that it is within Danone budget.
Arrange cost effective purchase of office equipments, stationary, consumables, etc. as per the requirement of the team and ensure its timely distribution.
Maintain good working relationship with suppliers to ensure long-time commitment from them to give the company the best corporate rates
Arrange for cafeteria services and office cleaning services.
Undertake and manage printing as well as ordering of various office stationary.
Manage and handle business couriers both incoming and outgoing.
Handle sensitive and/or confidential information and/or documentation with appropriate discretion and regard for the physical security of associated paperwork and electronic files.
Monitor & track holidays and other leave days of employees.
Manage archiving of old office/administration documents and ensure archiving.
Answer incoming calls in a professional manner at all times; receive and correctly route incoming calls, take and distribute accurate messages in order to ensure smooth operations both internally and externally.
Greet visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department or employee.
Respond to routine inquiries from internal or external sources, for example on the organization's location, hours of operation, phone numbers, or email address.
3-5 years' experience in a secretarial/office management position, ideally in an international environment.
Proven track record of dealing with Administrative issues, big scale Events Management, managing SAP system or other Purchasing systems.
- Takes the initiative to provide support to staff
- Asks questions to identify the needs & priorities
- Speed, accuracy and attention to detail
- Works hard to provide an efficient and effective service to others
- Is able to judge the relative priority of different tasks or information
- Actively maintains effective working relationships
- Is direct and assertive and confident in communicating with others
- Stays calm when dealing with a range of demands
- Can generate ideas to improve the planning and organisation of time and work
- Highly organised
- Advanced knowledge of Microsoft PowerPoint, Word and Excel
- Fluent written and spoken English is essential.

Industry Type : FMCG / Foods / Beverages
Functional Area : Administration


Office administration Office management ERP Physical security Printing SOA Administration management Archiving Accounts Executive Payment processing

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Founded in the year 1919, Danone is one of the fastest-growing food companies in the world headquartered in Paris. The company is dedicated to bringing health through food to as many people as possible. Started as a yogurt company in Barcelona, Spain, the group today offers healthy food through f our businesses, namely:

• Fresh Dairy Products

• Early Life Nutrition

• Bottled Water

• Medical Nutrition

Danone has over 180 production plants and employs over 100,000 employees all across the globe and its products are sold in five continents. Its brand portfolio includes international brands as well as local brands such as Actimel, Activia, Danette, Danio, Danonino, Evian, Volvic, Nutricia, Nutrilon/Aptamil, Oikos, Aqua, Prostokvashino, Bonafont, Bledina, Mizone, and Cow & Gate.

With an aim to build a healthier future, the company is committed to better health and better lives of its stakeholders, employees, consumers, customers, suppliers, shareholders and all the communities with which it engages.

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