Office Administrator

Internal :

External :   

Handle all TELBU administration activities independently in an efficient and effective manner managing:

• Facilities Management services related to admin block including general maintenance and cleaning  activities using permit to work system (where applicable).
• High level of (5S) process / upkeep of TELBU Admin building.
• Landscaping / Biodiversity activities at Plant in alignment with TE sustainability levers.
• Administration of all business visits to TELBU in complete regards ; JAFZA gate passes, meeting room, coordination with hosts, refreshments, PPEs etc
• Upkeep of recreational facilities at the plant and additions in coordination with team members and management
• Take lead role in canteen committee for commencement of regular meeting with food committee members to improve and sustain good catering facility for all TELBU staff.
• General office management such as: office supplies, printed materials, access cards, relevant keys, office maintenance, and sanitary facilities.
• To coordinate with TELBU team members to publish content which include various TELBU achievements and milestones on various platforms. (e.g.Viva engage, WAT).
• Access control system of employees and visitors inside the Plant.
• Attending of  calls, faxes & email, receiving and forwarding the correspondence from external parties to the concerned personnel of the plant
• Single point of contract for all incoming and outgoing couriers and maintain records for all packages received/dispatched in TELBU.
• Updating contact details of all TELBU staff.
• Preparation of Purchase requisition in EProc for Admin related purchases
• Tavel itineraries TELBU management for their business trips, including air tickets, hotel bookings etc.
• Ensuring new visitors/contractor go through the safety induction before entering the plant.
• Monitoring and Maintaining inventories and availability of all PPEs required by visitors, Coordinating with HSE team and ensure the visitor PPE change room is fully replenished all the time.
• Ensure latest updates and information from different information channel are displayed on digital screen displayed at different plant locations.
• Receiving & forwarding the correspondence from the external parties/TMME to the concerned personnel of the plant.
• Responsible for inventory and on-time availability of office stationeries and pantry supplies.
• Booking of the conference rooms for meetings & ensuring room is available for meetings with proper layout and refreshments.
• Maintain files for Base oil imports as handed over by the Production team.
• Handling of documentation & berth bookings with Port Authorities for base oil shipments in absence of Production executive
• Handling the role specified in the Emergency Evacuation Plan.
• Management of TELBU MD’s meetings calendar and assistance in scheduling meetings. Timely manage the documents with required MDs signature.
• In terms of business continuity during absence of Senior HR Coordinator, coordinate with HR & Communication team on:

visitors coming to the Plant for legal approvals.

• Maintain effective and timely communication within and outside TELBU employees using different communication channels.

2. Events Planning:

• Organize and coordinate office events and meetings such as Townhalls, Mancom outside meetings, and other team events.
• Manage event logistics, including venue booking, catering, and travel arrangements.
• Prepare event materials and ensure smooth execution of events.
• For annual staff celebration, service awards and similar employee engagement events related with HR where TELBU employees are concerned, to be done in coordination with the HR & Communication Team.
• Organize and coordinate for employee engagement programs, communication and arrangement of Talking Thursday’s: Listen. Sip .Connect !!, Sports day and similarly.

           3. Expense Administration:

• Process invoices, receipts, and payments and maintain records
• Assist in budget preparation and expense tracking.
• Ensure due diligence is completed for all vendors related to general administration.
• Together with cost and reporting manager, analysis of  the monthly expense related to admin opex cost and ensure to keep expenditures to remain  within the approved budget.

ACCOUNTABILITIES

Operational

• Reception and proper guidance to all visitors and request them to follow the plant HSSEQ requirements
• Consistent and timely follow up on the reports and document submissions
• Timely availability and inventory of Office stationery and Canteen supplies
• Constantly attending to switchboard duties

HSSEQ objectives & Assignments

• HSSEQ procedures compliance during normal & emergency situations (Emergency Response & Crisis management).
• Reporting of near misses, incidents, hazards & injuries to line Manager within the time frame as required by Quality, HSSE, Energy policies and Manuals.
• Ensure adherence to compliance processes and guidelines specific to position’s roles and responsibilities
• Strict adherence and compliance towards Group HSE Charter & MAESTRO requirement and affiliate’s HSSEQ Policy, Procedures & specific rules & regulations applicable to the area of activity at all time
• Demonstrates exemplary conduct, rigor, vigilance and professionalism regarding HSE in all their activities
• Participate in the training program to acquire HSSEQ knowledge and impart this training to colleagues as and when required by Management.
• Participate in the investigation and analysis of incidents as and when required.
• Strict adherence to HSSEQ requirements with full authority to stop any operation for safety reasons.

Compliance Objectives

• Ensure full adherence to the company’s compliance program, its policies and procedures including economic sanctions and export control in all professional activities.
• Promptly notify the compliance officer/economic sanctions referent of any instances of noncompliance or violations of economic sanctions or export control that comes to my attention.

Knowledge: 

• Knowledge of MS office applications
• Knowledge of office management systems and procedures.

Skills: 

• High business ethics
• Excellent time management skills and ability to multitask and prioritize work
• Strong organizational and planning skills
• Proficient in MS Office
• Project management skills
• Proactive and self-motivated
• Proficiency in English with excellent communication skills; Arabic language an added advantage

Experience:

• Minimum 3-5 years of experience in a Multinational company/manufacturing environment as an Office Administrator, Office assistant or similar role.
• Experience in interacting with office staff, plant staff, visitors and customers

Education: