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Job description / Role
We are currently looking for a young, enthusiastic, and motivated Project Admin/ Executive Assistant to join our Gemalto Global Services Team in Dubai.
His/her main mission will be working for GGS Sharp WorldWide, in coordination with solutions Sales, Sales Operations, Customer Service, Tender Team, purchasing department, 3rd party suppliers, and GGS sHARP Executives and GGS SHARP Teams.
Main Responsibilities will be:
Forecast Meeting Activity
- Prepare, Organize and attend the project slotting review
- After the meeting, write the MoM, interact with Sales Operation in case of actions, update the follow up file
- Communicate & manage individual re-launch & update.
Management of all slotted opportunities in Change point
- Manage and keep up to date the opportunities identified for the Resources Master Plan,
- Manage the slotting date after each slotting meeting
- After engagement review proceed with project code creation & close the opportunity
Participate to Change Point data accuracy
- Check that data are accurate via reports generation & control (ex: Capacity plan, WBS )
Change Point users administration
- Interface with the Change point support level 2 for reation and removal of GSS SHARP resources Change Point account
- Change point project creation for recharge, functional projects and license projects
Change Point license projects freeze
- Freeze the GGS SHARP License projects
Time Sheet
- Issue a weekly report, each Sunday, indicating the time sheet status for GGS SHARP team
- Closing timesheet weekly - follow up
- Closing timesheet: End of month
- Generating the report
Events publication
- Publish Change Point events & related metrics
Project code administration for GGS SHARP and Training teams
- create the requested project codes in the respect of the using Project Hub
- Maintaining updated records for project details and sharing it once requested
Internal Training
- Help GGS SHARP to organize internal and external trainings and workshops (logistic aspects)
New Joiner
- Before joining: coordinating with HR and manager for room booking, tests, meeting and greeting the candidate, arranging his hotel and ticket, contacting him
- Quotation, PO, Meta4 creation, Laptop installation, Temporary Badge, Permanent Badge, Setting his Desk, Mobile & Sim, Lync Number, One way Ticket, Hotel + Extension, Introducing him to Gemalto employees, Business Cards, Documents collection, etc On a further step, assisting in Amanat and Notilus systems, adding him the DLs,
Visas
- Collecting information regarding the requested country visa regulations
- Preparing the documents and handling them to PRO
- Follow up
- Visas to Dubai for people coming from abroad
Tickets
- Adding new joiners to Amadeus System
- Getting options to his trip
- Issuing the ticket
- Maintaining records of all tickets, project codes, and prices
- Amending tickets including correspondences and approvals
- Issuing LPOs
- Emergency trips: correspondences and approvals might consume a day of follow up (especially during weekends).
- Tickets to Dubai for people coming from abroad
Hotels
- Manage Hotel booking according to Gemalto travel policies and with coordination with the related GGS SHARP manager.
- Arranging for airport pick up and drop off
Office Facilities
- Facilitate requests related to A/C maintenance, office cleanness, water change, keeping an eye on the security.
- Booking meeting rooms
Reception
- Being the contact person for any visitor for GGS SHARP
Requirements
- Bachelors Degree in Business Administration or related field
- Scope and Requirement management
- Time management
- Cost management
- Change management
- Contract management
- Quality management
- Procurement & logistics administration
About the Company
Gemalto is at the heart of our evolving digital society. We give billions of people the security to make the most of their digital lifestyle; and the freedom to communicate, travel, shop, bank, entertain and work anytime, anywhere in ways that are convenient, enjoyable and secure.
Every day, corporations and governments across the globe trust us to help them provide secure, convenient services for their users. Each time their customers, employees and citizens want to transact, connect or identify themselves, our solutions are there to make it safer and easier. Whether theyre communicating, banking, doing business online, using eGovernment or eHealth services, transferring money, accessing cloud services, verifying identities and protecting privacy, or benefitting from machine-to-machine (M2M) communications, people all over the world rely on Gemalto every day.