Executive Secretary (Maternity 6 Month Contract)

Beresford Wilson & Partners (BWP)

Dubai, UAE

Ref: MP274-508

Job description / Role

Employment: Full Time

BWP are currently working with a FMCG company who require a 6 month maternity cover for an Executive Secretary within there HR devision.

Salary 10-11,000 AED

Duties:
- Independent handling of internal and external correspondence.
- Prepare correspondence, reports, and materials for publications and presentations.
- Liaise with the offices of the shareholders/principals as necessary
- Maintain GM’s calendar for meetings and travel arrangements (also applicable to MT members)
- Setup and coordinate meetings and conferences.
- Answer telephones and handle in appropriate manner.
- Meet and greet clients and visitors.
- Receive, track and distribute daily inbound couriers, invoices and samples from suppliers as and when required
- Perform general clerical duties
- Maintain hard copy and electronic filing system.
- Coordinate project-based work with relevant staff.
- Act as a service help desk for all employees ensuring that all enquiries are dealt with efficiently.
- Coordinate matters related to office management and ensure office environment is maintained (i.e. pest control, preventative maintenance, health & safety, fire policy & procedure).
- Support finance department with monthly upkeep of payment voucher records.
- Assist with cheque distribution to vendors as and when required.
- Implementing policy guidelines and offering recommendations on how to improve current processes.
- Coordinating staff appraisals as and when required
- Coordinating administrative aspects of recruitment
- Arranging induction formalities for new recruits and ensuring completion of probation assessments
- Collate training requirements originating from appraisals and liaise with relevant entities for arranging training after seeking approvals
- Arranging communications to staff on Organizational Announcements, Events, Newsletters, and Holidays
- Administrative handling of leave applications, maintaining record of balances and communicating to employees.
- Coordinating travel with travel bookings for employees utilizing their leave travel allowance and maintaining records.
- Maintaining LTA balance for existing and new employees.
- Coordinating for matters pertaining to visas and renewal of documents ensuring renewals are completed on time (i.e. Trade Licence).
- Updating visa tracking records on a daily basis and sustaining records related to visa expenses.
- Advising of any new procedures related to visa processing by maintaining relationships and communicating
- Liaising between employees with all matters related medical insurance (i.e. new additions, deletions and medical claims). Keeping records updated at all times.
- Coordinating for Communication related matters and equipment (i.e. telephones, data lines)
- Maintaining relationships with communications provider (Etisalat) arranging post and pre-paid telephone numbers for new employees.
- Arranging IT equipment for new and existing employees as and when required.
- Organizing staff activities that improve motivation and morale

Requirements

- Graduate with excellent command of spoken and written English
- Work experience of at least 4 years, with preferably 2 years in HR/Admin.
- Training in Secretarial course (optional)
- Sound knowledge of company administration procedures (understanding of Labour Laws would be an asset)
- Excellent pc skills in MS Office
- Local language - multi lingual (added advantage)
- Experience of working with Companies with a multi-national workforce

About the Company

BWP is a privately owned, top-end, low volume specialist recruiter with an emphasis on the Middle East markets.

The company has pedigree, a pedigree that comes with over 30 years combined experience of the local markets and from the capabilities of our staff and from their intimate knowledge of all major white collar sectors in the MENA region.

As well as our bespoke search capacity, we are also able to professionally and knowledgeably advise on all aspects of the human capital dimension; from salary surveys and recruitment strategies to general HR policy , development and training.

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dispatch coordinator salaries in Bahrain

Average monthly compensation
BHD 750

Breakdown available for industries, cities and years of experience