Office Management Executive - SVP-HR

Dubai World Trade Centre

Employer Active

Posted 6 hrs ago

Experience

5 - 10 Years

Job Location

Dubai - United Arab Emirates

Education

Bachelor of Business Administration(Management)

Nationality

Any Nationality

Gender

Not Mentioned

Vacancy

1 Vacancy

Job Description

Roles & Responsibilities

Core Duties and Responsibilities

Executive Assistant

  • Responsible for coordination, Integration, and overall administration of all correspondence from the SVP HR office in a timely fashion with a high degree of accuracy e.g., email, phone, general correspondence - including deployment of a streamlined process/redirecting communications to other businesses as needed
  • Responsible for managing the calendar with an optimized process for weekly schedule management (i.e. prioritizing critical meetings/appointments/engagements); coordination with relevant Internal departments, stakeholders, and external entities, and handling any travel arrangements
  • Responsible for setting up meetings, travel, speaking engagements, and other appointments for the SVP with Internal and External stakeholders
  • Should ensure the effectiveness of communication received and disseminated through HR communications across the organization and liaise with internal and external parties their intent to schedule a meeting with the SVP- HR or any HR Functions Units

Project Tracking and Coordination

  • HR Department Objectives - Project Tracking and Coordination. Schedule meetings with SVP HR and HR Function Heads to ensure implementation of projects and follow up
  • Department Budget Monitor the HR department operational budget and aim towards savings
  • Audit: Assist with HR audits and ensure that all necessary documents, including accurate information, are submitted to the auditors

HR Staff Management

  • Attendance management: Track the daily Attendance of staff to ensure compliance, and submit monthly Attendance reports to the SVP HR
  • Leave Management - Keep a record and schedule for the leaves for the year - ensuring that staff have utilized their leaves as per policy
  • Trainings: Monitor and ensure that all HR Staff attend the recommended trainings as per their TNA

HR Reports and Preparation:

  • Reports: Understand and support the preparation of all kinds of Department reports and submit as per timelines
  • Presentations: Supervise the development and production of corporate presentations in line with brand guidelines to support projects and objectives related to SVP HR office with a high degree of detail check
  • Handle the HR Announcements in line with the directive and policy

HR Policies, Procedures, Process, Guidelines, Delegation of Authority, Handbook

  • To have a clear understanding of all HR policies and processes, and follow the same
  • Drive Compliance to Policies and Procedures by reviewing incoming documents, including but not limited to SharePoint and Oracle for approvals, ensuring compliance to policies and procedures

Ad hoc

  • The role includes a significant amount of ad hoc project-based work to support the SVP HR and the department. This may include analyzing and investigating a wide range of HR related matters, preparing reports, and proposing recommendations
  • Drive projects arising out of compliance-related areas to ensure the root cause is fixed and issues are not repeated
  • Monitor the progress of value-add projects of the department, liaising closely with the SVP HR

Operating Environment

Office Based Role

Desired Candidate Profile

Work Experience

  • A minimum of 5 years experience in a similar role, preferably in the GCC region. Experience of working in and currently working in a well-known organization
  • Worked in HR Department is an added advantage

Skills and Knowledge

  • Excellent oral (Bi-Lingual with high fluency in written and spoken English, Arabic is a plus) and written communication skills and ability to professionally represent the offices
  • Can work well and efficiently under pressure and has proven capacity to multitask/prioritize with no supervision
  • Previous work experience in a leading/supervisory capacity, and a solid understanding of key principles of people management are required
  • Strong interpersonal skills with the ability to build and maintain effective relationships with both internal and external stakeholders are a must
  • Can handle personal sensitivities in a multicultural work environment; ability to use initiative and discretion to prevent undue complications and to handle challenging situations involving conflicts around personal sensitivities
  • Experience of working with financial data and budgets, project tracking tools, document management methodologies, with an understanding of regulation/compliance is needed
  • A solid understanding of the basic principles of good project.t management is a must; previous exposure to project management methodologies in a corporate setting is preferred
  • Previous work experience in ME region is required; previous work experience in Dubai (or UAE at large) within other governmental / semi-governmental entities OR reputable multi-national corporations would be an advantage
  • Knowledge and ability to work with all MS Office products
  • Various levels and willingness to continuously acquire new competencies and accept new challenges
  • Office Management/Administration/Project Management Training
  • Certificate in Formal Training/Seminars as Executive Assistant or equivalent

Company Industry

Department / Functional Area

Keywords

  • Office Management Executive - SVP-HR

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Dubai World Trade Centre

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