Project / Office Assistant

Project/ Office Assistant - Abu Dhabi Based

Job Requirements - Main Activities

• Perform full secretarial and administrative support duties towards the department.
• Write and prepare type standard paperwork and correspondence (letters, memo, minutes,

presentations etc) under dictation or draft in English associated with managers or other

professionals.

• Define and produce non-standard reports.
• Screen telephone calls and take messages or redirect as necessary and answer questions on

business related issues.

• Represent first point of contact for visitors to the company.
• Control movements of incoming and outgoing visitors and contribute to their awareness of

Company safety guidelines.

• Organise, actively contribute to the organisation of meetings, conferences & business events

in coordination with various parties.

• Maintain schedules for both Department Managers & section heads (managing agenda).
• Register, record, and dispatch incoming and outgoing mail/reports through appropriate

channels and ensure proper completeness such as proof-reading, monitoring of signatures,

etc.

• Maintain appropriate filing system by organising, archiving, controlling and retrieving

produced/received documents/reports (e.g. assigning codes etc.);

• Manage the occupancy of meeting rooms and coordinate the required arrangements for

meetings;

• Provide administrative / technical assistance in entities work processes (data entry & updating

of database information, verification of information, generating standard reports from the

system, etc.);

• Carry out general administration / process administrative documents (e.g. checking

timesheets, coordinating leave plans for supported team, issuing requisitions, arrange

flight/hotel reservation);

• Communicate with internal / external parties to ensure coordination of business processes

(e.g. Availability of offshore travel documents by personnel and contracting companies etc.).

• Carry out basic contacts administration (e.g. verification of contracts rates, call off, invoices,

etc..)

• Requisition standard goods/stationery for the departments / sections;
• Carry out basic administration and paperwork process (photocopy / scan, despatching and

filing of documentation)

• Actively contribute to the general cleanliness, hygiene and safety of the premises and to the

observance of company rules and procedures;

• Ensure confidentiality of information and security of critical documentation whenever

applicable.

• Plan, schedule and control a variety of work processes and own resources to complete periodic

administrative / technical assigned tasks

• Oversee the offices and the needs of the personnel who are permanently or temporarily

assigned there, and to coordinate with the assistant in the headquarters.

Others Tasks

Contribute to the overall effectiveness of the business by performing secretarial duties, providing administrative/technical support, or carrying our clerical tasks within entity of assignment.

Contribute to the good public image of Company through harmonious relations with internal and external third parties, through completion of work within reasonable timescales and quality/accuracy, and through compliance with company HSE and code of conduct orientations.

Minimum Requirements & Qualification

• Level of education: Graduate Degree preferably.
• Excellent communication and interpersonal skills.
• Fluency (speaking, writing, and reading) in English and French is required.
• + 5 years’ experience in secretarial duties
• Proficiency in Windows XP, Microsoft Office package (Planning…etc.).
• Curiosity in IT (tools…etc.)
• The position holder must live in Abu Dhabi.

Type of Contract : Contracted

Working days/hours : Standard working time as per local legislation 9 to 5 including one hour break - from Monday to Friday

Starting Date : As soon as possible

Period required : One year with possible extension(s)

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.