Office Manager

Job description / Role

Our client, a very successful multi national investement bank are currently looking for an office manager to join their team.

- It is a requirement to understand the Lines of Business that are stakeholders in the MEA Region and how in conjunction with the Shared Services we can meet our clients needs, build our brand to the correct markets, look for new market opportunities, grown revenue and Cross sell into existing clients.
- This role impacts on the smooth day to day running of the office, from the workings of IT equipment to staff working conditions, team environment, face to face meeting with LOBs and clients.
- Assign, regulates, responsibilities amongst staff ensuring no staff member is overloaded, regulates clerical & secretarial functions.
- Recruit new candidates when required, train and orientate new employees re office policies, procedures and training.
- Conduct meetings with administrative staff and senior management keeping management abreast of finances and the working of the office.
- Design filing systems and ensures systems are up to date, create procedures for maintaining records, maintain office budget and record all expenses.
- Liaise with landlords regarding leases and adhering to Government guidelines.
- Ensure all company policies are carried out effectively and provide all information to line manager, Dubai Branch SEO and EMEA CAO.
- Encourage and develop Employee Engagement (EE) within the MEA region, support the EE Site Head (Dubai branch SEO), initiate Diversity & Inclusion and EE activities for the Dubai Branch and the Middle East & Africa region.
- Take the lead for all Corporate Community Affair initiatives that relate to the MEA region and liaise with the Corporate Community affairs department for charities that are supported within the MEA region.
- Attend and support all relevant stake holders meetings/committees that impact on the Dubai branch and the MEA region.
- Human Resources
- The Human Resource role has a large impact on the running of the Branch.
- Work closely with HR, HRBP and payroll team to ensure salaries and benefits are correctly paid and oversee the working conditions of employees in the office.
- Maintain and secure employees personnel files, ensure employment contracts, visas and health insurance data are retained in the individual employees files.
- Develop, advises on & implement policies in areas such as working practices, recruitment, pay, conditions of employment & diversity.
- Liaise with a wide range of businesses within the organisation, listening to grievances, developing HR planning strategies, planning & analysing training for new staff and in conjunction with line managers.
- Liaise with Insurance companies regarding Office general insurance, health insurance and travel insurance.
- Create & maintain leave schedules in compliance with HR & Audit policies.
- Be aware of diversity of nationalities and religious beliefs of a multi-cultural office.
- Provide information to HR line manager and HRBP of the respective LOBs domiciled in the Dubai branch.
- Finance Officer The Finance role has a large impact on the running of the Branch, from salary and benefit payments, vendor payments, account reconciliations, LOB related business paid to ensure the smooth operation of their presence in the Region.
- Work closely with the Finance team that oversees the Dubai Branch in addition to the PeopleSoft Accounts Payable team who manage the Dubai branch accounts.
- Act as the main point of contact for all finance and PeopleSoft accounting related matters for the Dubai Branch.
- Adhere to all relevant Finance & Auditory corporate policies and provide all financial information to line manager and finance team.
- Build and maintain a good working relationship with vendors and maintain a timetable of regular account payments, salary payments, licence renewals and HR records.

Requirements

- Interaction and Interpersonal skills have a large impact on the workings of the Branch.
- The role holder must have excellent verbal and written communication skills, interpersonal skills, negotiation skills in dealing with clients, vendors, government relations, senior management and staff.
- The role holder will manage 2 other members of staff: PA and Driver. Previous experience of supervising/coaching other staff is necessary.
- Delegation skills are required as the incumbent must assign and regulate secretarial and clerical responsibilities amongst staff ensuring no staff member is overloaded.
- A broad range of accounting/ finance experience and be familiar with general accounting, close and consolidation, and financial reporting process activities. A recognized accountancy qualification would be advantageous but not essential.
- Proven experience of pro-actively resolving problems, overcoming challenges in a similar capacity role.
- Previous experience of building a positive network of cross-functional relationships in similar complex work environments.
- Excellent time-management and pro-active planning skills.
- Systems experiences Excellent grasp of Microsoft Office packages such as Word, Excel and powerpoint, as well as financial enterprise systems i.e. PeopleSoft

About the Company

Due to overwhelming client demand, SQ Computer Personnel opened a branch in the UAE in 2007 which we called SQ Gulf. Over the last 7 successful years we have carved out a strong and credible reputation in the UAE as a recruiter of choice. We work in partnership with a number of large multi-national and regional organisations as well as smaller, boutique companies. We aim to supply personnel on a sole agency basis which, in turn, provides you with a very attractive and cost effective, headache-free process.

SQ Gulf covers a wide range of vertical markets with in the MENA region. We have mirrored our UK successes by building a 360 degree, full life-cycle infrastructure and support strategy. We have an experienced team of account managers who are all well versed in their specific market vertical. We cover all levels of seniority and job titles. I myself, have over 13 years of professional recruiting experience, 5 of which have been in the UAE. As an agency, I strongly believe that SQ Gulf, with it\\'s team of dedicated and experienced staff, are exceptionally well placed to provide a smooth, successful and cost-effective recruitment solution. We have an exceptionally large database of current candidates, from UAE Nationals to expats currently looking for new challenges in the region.