Job closed
Job description / Role
Executive Secretary Bahrain
We are looking for a motivated and self starter Executive Secretary who will provide a personal and confidential high level secretarial, administrative and financial support to the General Manager/Country Manager Bahrain.
Role accountabilities
Daily Task:
• Make sensible judgments in the day to day running of the office including acting as the focal point between Serco and clients/suppliers/stakeholders, prioritizing incoming work and screening ad hoc requests from other members of staff.
• Act as principal secretary to any meetings as required. In addition, coordinate and control electronic diary and arrange appropriate meetings, including preparation and collation of meeting papers, and managing meeting attendance.
• Liaise with visitors (or their support staff), on and off site to establish their itinerary, transport, AV, accommodation, catering needs and subsequent booking of any requirements and arrival/reception on site/to department.
• Responsible for the management and handling of the contract’s petty cash fund and its effective maintenance in accordance with Serco guidelines and policies.
• Monitor and manage expense claims of the employees and process its payment/reimbursement.
• Manage expenditure of administrative consumables in accordance with the business plan.
• Manage and control Serco Projects’ cheque books in accordance with the company policy.
• Process timely payment of invoices and all utility bills assigned to the contract (water, electricity, mobile) in accordance with Serco policy.
• As and when requested, act on requests from the HRBP and provides support to the HRBP in the implementation of strategies within the contract to enable the achievement of business objectives.
• Engage in staff recruitment, on-boarding and repatriation procedure.
• Provide support to people managers and employees in the use of MyHR. Act as a point of escalation for myHR for more complex queries.
• Advises people managers and employees regarding issues related to procedures and policies.
• Support the Bahrain Contract in implementing Serco HR policy and procedures within the contract.
• Manage the contract’s Document Register in accordance with Serco policy.
• Support the General Manager in implementing and monitoring the Performance Management process ensuring proper and timely compliance.
• Ensure the contract’s 100% completion of mandatory training and annual engagement survey.
• Manage the contract’s Gift and Hospitality Register in accordance with SME Policy.
• Organizing official entertainment and co-ordination of all necessary documentation to ensure functions remain within the strict budgetary guidelines.
• Process and control all incoming and outgoing correspondences.
• Undertake any other appropriate tasks by mutual consent or as directed by Serco Line Management
• Be the point of contact for all HR-related queries
• Administer HR-related documentation, such as contracts of employment etc.
• Ensure the relevant HR database is up to date, accurate and complies with legislation
• Liaise and assist head office in the recruitment process
• Provides administrative support to human resources function as needed
• Documents human resources actions by completing forms, reports, logs, and records.
• Responsible for handling of all local onboarding /repatriation requirements
• Attend to all correspondence as directed by the General Manager
• Handle vendor invoices and prepare cheques for payment
• Work closely with Senior HR Advisor for management of timely closure of disciplinary, performance, reward, talent, grievance cases and absence management for all ME Aviation employees
• Work closely with the On-boarding team in support of the placement of new employees
• Advises employees regarding issues related to procedures and policies and ensure that all employees work within the defined policy & procedures
• Act as a primary contact for all employees request, follow up and queries
• Assist in the exit interview process, collecting reporting accurate data and providing analysis of trends to the HRBP and Key Account Directors – Aviation
• Prepares weekly and monthly reports upon request
New Staff:
• Review/draw up draft contracts to new staff for GM’s approval
• Forward contracts to staff along with instructions on all requirements e.g. for visas etc
• Apply for visas, airport passes
• Obtain quotes for air tickets and freight, and arrange bookings with airline for tickets and freight with shipping agents
• Arrange hotel accommodation for new joiners/staff/visitors
• Ensure new staff is provided with all details prior to arrival – visas, housing, name of senior member meeting on arrival, etc.
• On arrival, arrange for Medical appointment, contact landlords for documents required to obtain Smart Cards, and submit to CAA Passport Office
• Register staff in GOSI
• Collate all documents required for obtaining visas for their families.
• Apply for family visas upon staff’s arrival in Bahrain
• Obtain Smart Cards for staff and families soon after their arrival
• Register children, if any, in respective schools as requested
• Obtain medical cards for staff as well as family members
Termination/Resignation of Staff:
• Terminate housing
• Obtain quotes and book one-way airline ticket
• Obtain freight quotes and arrange dispatch of freight, if requested by staff
• Cancel visas
• Terminate GOSI
Passports/Visas/Smart Cards of Staff
• Keep a record of expiry of passports, visas and Smart Cards
• Send out reminders for renewal
• Submit passports, applications and all documents required for renewal to CAA Passport Office
• Keep a track of all passports sent for renewal of visas, etc. and follow up
• Perform and carry out other duties as instructed/directed by the General Manager.
Financial Accountabilities
• Monitoring, auditing and replenishment of petty cash maintained at business office and send Daily Cash Template to Head Office
• Make petty cash payments against approved Business Expense voucher claims as per DAM
• Generate POs one timely basis and complete GRN and other SRM procedures
• Keep all financial records up to date and fill all copies of cheques and supporting documents.
• Attend to any queries re payment of outstanding invoices and issue cheques as directed by GM during the absence of Finance Manager.
• Create computer based trips for expense claims submitted by staff
• Send by courier all supporting documents relating to trips to Support Office, Dubai.
• Keep a record of all trips submitted and approved.
HSQE Responsibilities and Information Security Responsibilities
• Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
• Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
• To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organisational HSE responsibilities
• Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
• Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process
Requirements
• Preferably a degree holder or high diploma of post secondary education in a related discipline and or experience in a similar role;
• A dynamic, high energy individual who possess good English and Arabic communication skills and the ability to manage multiple tasks efficiently and work productively in a fast paced, team-oriented environment;
• A mature and responsible approach to work and use initiative to solve problems and be able to liaise in a professional and persuasive manner with staff at all levels in the organization;
• Strong organizational skills, detail oriented, and the ability to handle multiple priorities;
• Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine information;
• Ability to demonstrate both good literacy and numeracy skills required for the role;
• Possess strong PC skills including proficiency with MS Outlook, Word, Excel and Power Point applications and ability to learn new software based applications.
• Ability to communicate at all levels, using a variety of communication methods (spoken, written, behavior)
• Ability to work independently, using own initiative, with minimal supervision;
• Ability to prioritize/cope under pressure, with conflicting demands of customer and colleagues
• Adaptable, perseverant, flexible and discreet
• General level of awareness and concentration required for working in a busy office environment.
• Ability to influence, negotiate and perform under pressure;
• Understands the sensitivities of a customer-service culture;
• Commitment to continuous quality improvement and professional development.
• Basic knowledge in SAP and Success Factor (desirable).
• It is a condition of employment that all employees undertake any task, within any department or area, that they are directed to perform which is relevant to the company’s task at Serco Bahrain and is within the competence and ability of the employee.
• This job specification may need to be changed in the light of contract experience
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.