Administrator (Legal & Secretarial)

Job description / Role

Job Profile

Mott MacDonald is a £1.2 billion management, engineering and development consultancy with 16,000 staff and a global reach spanning six continents. Our network of 180 principal offices in 140 countries gives us local market insight backed by world class expertise to deliver excellence for every client.

We are an equal opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture. At Mott MacDonald, we are committed to creating a diverse environment and is proud to be an equal opportunity employer. We have a collegiate and collaborative culture which values equality and diversity, and we take proactive steps to create an inclusive workplace.

The Administrator (Legal & Secretarial) will support the General Manager, Middle East and regional Legal team with all operational matters, undertaking essential secretarial, administrative and legal support tasks. The role forms part of MME Support Services and will also provide cover for other central services support roles on an as and when required basis.

Job Description

Key responsibilities will include, but not be limited to:

- Providing full diary management to the General Manager arranging meetings, transportation & catering
- Preparing papers & presentations for Regional, Unit, Operations & Risk meetings, Strategy forums and workshops
- Compiling and circulating reports, board packs, meeting packs & travel packs
- Generating monthly finance reports & BD reports
- Providing a full range of administrative support services to the regional Legal team
- Maintaining and updating MESA region's POA list and renewing them on a timely basis
- Updating and maintaining the Entity Register
- Booking travel requirements to low, medium and high-risk countries including booking of flights, hotels and transfers in line with company policy; liaising with MM offices globally as appropriate
- Coordinating and booking travel to the region for Group Board and senior management globally to include flights, accommodation and transfers etc.
- Ensuring eForms and approvals are completed in advance of travel
- Ensuring travel security training is current for travelers and arranging visas for travel, as appropriate
- Ensuring all travel is uploaded to the Group Travel Tracker
- Obtaining approvals for documentation and expenditure including travel, LPOs and invoices
- Supporting the Legal team with preparation and issuing of contracts;
- Review and comparison of legal contracts and agreements
- Collaborating with Legal team to implement and maintain a database of contract derogations, and establish standardization of the contract review process
- Editing and publishing content on Compass for the Legal team
- Preparation and submission of expense claims as per Group policies
- Assisting the Regional Insurance Manager with insurance certificates and notifications.
- Assisting the Legal team with documentation in relation to disputes.

Requirements

Candidate Specification

Essential Candidate Specifications

- Degree qualified to a minimum of Bachelors' degree
- Minimum 3 to 5 years' previous experience in a similar role
- Middle East work experience is desirable
- Prior experience in making travel booking is desirable
- Ability to multi-task and work under pressure
- Intermediate to Advanced level skills in Microsoft Word, Excel, PowerPoint and Outlook.
- Strong organisational and time management skills to prioritize workload and meet challenging deadlines
- Excellent level of accuracy with attention to detail
- Sound interpersonal skills with ability to build and maintain effective working relationships with internal customers
- Ability to anticipate and resolve any potential issues arising, particularly when priorities change at short notice.
- Enthusiastic and conscientious working nature, hard-working, punctual and reliable
- Team-oriented with a positive, flexible and helpful disposition and "can do" attitude.
- Prior experience of working within a global organisation
- Continuously looking for innovations and improvements to manage workload and accomplish deliverables across individuals, teams and projects
- Using leadership skills to build and nurture relationships and also creating effective working environments
- Able to manage multiple teams with diverse backgrounds on geographically and culturally diverse teams
- In Mott MacDonald, we have a strong policy ethical behaviour and expect the highest standards of ethical practice. These are at the core of our corporate values hence do not engage in any aspects of bribery or corrupt practice. As such, we expect staff must always act:

- Professionally
- With integrity
- With due skill, care and diligence
- In good faith, and
- In compliance with all applicable laws

- Adopting an adaptive mindset and using strategic and critical thinking to approach problems in a new way
- Ability to deal efficiently with priorities and manage time appropriately
- Advanced level proficiency with all MS Office products, including: Outlook; Word; Excel; and PowerPoint
- A dedicated team player with strong interpersonal and communication skills, both oral and written
- Ability to effectively communicate at all levels including external stakeholders
- Ensure MacDonald HSE policies are at the forefront of all activities
- Adopting a proactive approach towards complex tasks and overall delivery
- Sound knowledge of professional and international standards

We thank you for your interest in this position and would like to inform you only candidates selected for an interview will be contacted.

About the Company

The Mott MacDonald Group is a diverse management, engineering and development consultancy delivering solutions for public and private clients world-wide.

Mott MacDonald's uniquely diverse 1 billion global consultancy works across 12 core business areas.

As one of the world's largest employee-owned companies with over 14,000 staff, we have principal offices in nearly 50 countries and projects in 140.