Administrator, Resourcing
Olive Group
Dubai, UAE
Ref: KP793-116

The Role
The Administrator works closely with Functions and Service Lines in Dubai and London and with Country Management Teams, Human Resource Teams and the Recruiting Team in London. The Administrator works alongside the Travel Coordinator, who attends to travel for contractors and who covers for the Administrator in the Administrator’s absence.

Respond to requests from Services personnel for IT user support. Acts as the Services IT key User and liaises with IT on all IT issues.
Arrange on request for joiners to be issued with IT and communications equipments and for departures to hand in their equipments.
Train users in software use
Liaise with Departments, Teams, Executives and other staff in Dubai and London and coordinate the scheduling and booking of flights for personnel as may be required from time to time. (This requirement will likely expand to cover Afghanistan & RoW)
Liaise with and be a point of contact with the Olive Group contracted Travel Agent.
Check invoices if requested to do so and managing and noting any additional costs due to flight ticket revalidation/cancellation.
Processing necessary documentation such as passport, visa (for Iraq, Afghanistan and any other country as required) or other proforma/clearance/visa issues.
Arrange hotel, other accommodation and car rental bookings for travellers in accordance with company policy.
Proactively identify and address issues that will affect ongoing business effectiveness ensuring an accurate filing process of all documentation related to travel itineraries and on personnel files if necessary.
Research and be aware of travel options, including carriers, routes, schedules and prices in order that the most cost efficient flights are booked whilst maintaining movement deadlines.
Provide administrative support to the Head of Resourcing if requested.
For off site FTE’s, input data onto HR system such as timesheets and expenses.
Maintain record of FTE travellers on a monthly basis and produce report for insurance purposes.
Assist Resource Scheduler in the setup and preparation of monthly project reviews.
Respond to any other task request issued by Head of Resources that is not covered above.
- Attend to the travel arrangements of contractors in addition full-time employees and advisors to the Company
- Daily liaison with the (in-)Country Administration teams to ensure that the Deployment Forecast is accurate, updated frequently and managed in the most efficient manner.
Requirements
- Experience in general office administration.
Ability to draft detailed and accurate reports.
Ability to articulate facts in a timely and accurate manner both orally and in writing.
Demonstrable balance with a calm demeanor in response to rapidly developing situations and requirements.
Ability to liaise and interact with contractors, employees and key suppliers.
Experience dealing with travel requirements (flights, hotels, car hire, etc) is essential
Demonstrable initiative and maintenance of accuracy in high pressure situations.
Experience working to very tight deadlines within a high tempo office environment.
Absolute discretion in the handling and maintenance of the personal details and arrangements of travellers.
Dynamic organizational / follow up skills and the ability to multi-task.
Team ‘player’ essential with a ‘can do’ attitude and ability to develop key relationships with ease and confidence.
Initiative to help find solutions and assist in continuous process development.
Understanding of the cultural and diversity issues within a team and promotion of harmony.
Competency in Information Technology and ability to operate MS Office with Outlook, Word, PowerPoint and Excel, HR Net, SharePoint and Sales Force.
Fluency in the English language, oral and written.
Conversational Arabic is preferable.
Flexibility.
Completion of Secondary Education
Minimum 5 years administrative service in a commercial company