Office Manager | EMPREGO.pt | Abu Dhabi



Job description

Job Summary
The Office Manager will oversee the office management, which will include organization and supervision of all administrative activities that will facilitate smooth running of the DG / DDG Office. The responsibilities may extend to managing the schedules of both the Director General and Deputy Director General as they carry out their responsibilities in ACTVET.
Principle Tasks & Responsibilities
Define procedures for record retention, ensuring protection and security of files and records, ensuring effective transfer of files and records.
Maintain filling system and prepare improvements if needed.
Constantly maintain an upmost level of confidentiality and discretion with all information pertaining to ACTVET.
Maintain office efficiency by planning and implementing office systems, layouts and equipment procurement.
Organize office operations and procedures.
Organize meetings, external conferences as required.
Manage travel itineraries and international travel of the Directors, to their exact requirements and specifications
Ensure relevant documents requested by the Directors for meetings, travel and tasks are prepared in advance and liase with responsible departments to ensure the information is thorough.
Manage diaries of the Director’s in a proactive and efficient manner.
Manage relationships with external parties and other government agencies.
Prepare data / information for consideration prior to meetings and presentation during meetings for and on behalf of the Directors.
Assist the Directors in preparing reports, memos and presentations.
Take minutes of meetings accurately and type these into a formal document as and when required.
Proofread documents/materials for consistency, grammar, and spelling.
Skills Required
Excellent interpersonal skills and flexibility.
Excellent Communication skills Written and Verbal
Excellent and thorough knowledge in use of Word, Excel, Power point and other MS software packages
Competency Required
Professional demeanor.
Above average technical, analytical and problem solving abilities.
Excellent interpersonal skills and flexibility.
Excellent Communication skills Written and Verbal
Excellent and thorough knowledge in use of Word, Excel, Powerpoint and other MS software packages
Excellent organization skills, attention to detail and efficiency
Confident in abilities
Able to use initiative
Able to deal with sensitive and complex situations
Self-motivated and career driven
Proven ability to maintain confidentiality, impartiality and discretion
Ability to work independently and in teams.
Ability to manage multiple priorities and work towards deadlines.
Ability to work well with all levels of internal management and staff, as well as clients and other government entities.
Experience Required
Minimum 5 years’ experience in a similar high profile, dynamic roles
Education
Bachelor’s degree in Business Administration, International Studies, and Communications preferred.
2. Certificates in office administration and secretarial languages are added advantages.

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