Administrator

Job description / Role

Main Purpose of the Job:

The Administrator will within the Country office and support fee-earning staff and management in a secretarial capacity and taking on basic accounting and finance tasks such as petty cash management, processing invoices and the like. This role will be pivotal in developing and delivering an efficient administrative support service.

Key Responsibilities/Duties:

* Providing a full administrative support service to Kuwait country office
* Providing a project support service to project management teams e.g. responding to queries and correspondence, formatting of reports, tables and charts, drafting memos and letters etc
* Preparing presentations, agendas and meeting packs
* Booking conference and meeting rooms and arranging catering and refreshments
* Booking approved business travel arrangements e.g. flights and hotels as per MME travel policy
* Preparing travel authorisation and other e-forms for approval;
* Co- ordinating completion of documentation for security and safety requirements for staff being deployed or visiting high risk category companies;
* Booking transportation for business journey;
* Procurement of approved goods and services via LPOs, such as travel, hotel bookings, business cards and stationery as per MME procurement and authorisation policy and via MME preferred suppliers
* Checking and verifying supplier invoices; date stamping on receipt, attaching any supporting documentation, coding up and obtaining approval as per company policy and forwarding to Finance
* Ensuring staff timesheets are completed on time, making any amendments as required within the deadline;
* Obtaining approval for leave bookings in advance of the leave being taken & advising staff accordingly;
* Conducting office orientation tours with new staff and visitors
* Performing other administrative duties such as filing, scanning, photocopying, retrieval of archiving etc.
* Management of incoming/outgoing mail;
* Preparing and submitting expense claims for site staff, Project Managers and Directors
* Maintaining office safety by ensuing that desktop and surrounding area is safe for use at all times and reporting any incidents or potential incidents as per company policy
* Assisting with any tasks and projects which may arise on an ad-hoc basis

Requirements

Essential Candidate Requirements:

* Educated to Diploma level but a Degree level education would be advantageous
* Proven experience in a similar role with at least 2 years’ GCC experience
* Experience of undertaking basic finance tasks including the management of petty cash, arranging for LPOs, management of invoices and procurement
* Highly organised with strong, forward planning and time management skills to prioritise workload;
* Excellent level of accuracy with attention to detail
* Ability to multi-task and work under pressure
* Ability to be resourceful and proactive in dealing with issues that may arise;
* Proficiency in Microsoft Word, Excel, PowerPoint and Outlook at Intermediate â€" Advanced Level.
* Enthusiastic and conscientious working nature, hard-working, punctual and reliable
* A positive, flexible and helpful disposition with a “can do†attitude.
* Prior experience of working within a global organisation.
* Solid communication skills in both written and spoken English
* Sound interpersonal and communication skills with ability to build and maintain effective working relationships with all colleagues
* Ensure MacDonald HSE policies are implemented and adhered in every activity

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.

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.