Overview / Responsibilities
Wood is currently looking for a Projects Administrative Assistant to strengthen our team in Abu Dhabi.
The contract is for period of 6 months extendable based on need.
Accountability:
This is a Home Office position based in Abu Dhabi. Normal working time will be 48 hours per week from Monday to Friday supporting Projects Team.
Accountable for providing all systematic administrative support and technical assistance in an organised and cohesive manner for the entire Project Team.
Principal responsibilities include but not limited to;
Directly reports to Senior Projects Manager
Prepare travel arrangements, meeting room bookings, documenting meeting minutes, preparing presentations, supporting management with preparing management reports, assisting visitors during business gatherings and organising all events / programs / meetings for the team
Undertake Receptionist duties on adhoc basis– answer phone calls and ensure reception is always manned
Prepare correspondence, excel spreadsheets, power point presentations and meeting materials including documenting meeting minutes as directed
Develop an effective filing system for project key documents
Create and maintain project team technical documents and organisation charts (MS Visio)
Assist with all local travel bookings and coordinate with Mobilisation Team on travel requirements. Ensure all travel requests are approved prior to booking travel.
Coordination of new starts within the project team, ensuring desks, IT Equipment, phones, mobilesare al located in a timely manner
Acting as IT Helpdesk to assist on all IT requirements (installation, configuration
Ensure all project personnel CVs are in Wood format and keep database of these
Responsible for administrative task such as courier shipments, Office and Pantry Supplies requisition and maintenance
Attend to clerical tasks such as general photocopying, scanning, collating and filing support to project team
Support and coordination of all project requirements
Skills / Qualifications
Technical / Business Skills:
Highly Knowledgeable about office management systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Highly motivated and self-reliant
Attention to detail and problem solving skills
Confident and assertive
Open thinker and innovator
Flexible and adaptable
Accuracy and meticulous
Flexible and efficient
Excellent computer skills - Computer literate - MS Office / Visio
Business & Industry Experience:
Minimum of 5 years’ relevant experience
Experience of working with multi-national and multi-cultural project teams is strongly preferred
Previous experience of working in the Middle East would be an advantage
Previous experience of working for Engineering Companies would be an advantage
Educational Attainments
Graduate Degree holder is preferred
Interpersonal Skills:
Clear communicator with good interpersonal skills and willingness to share knowledge and support others
An active listener with the ability to focus on customer requirements
Fluent in English language, Arabic speaking preferable
Teamwork
Competencies:
Excellent written and verbal communication skills
Strong organizational and planning skills
Strong commitment to safety
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