Management Secretary

Position: Management Secretary
Unit: Prod. & Engineering
Reporting To: Manager Brownfields Projects
Department: Brownfields Projects
Location: Abu Dhabi

Purpose and Scope:

Provides secretarial and general administrative support in MBP. Includes typing setting up Meeting and follow-up items.
(Work covers Operations & Administration Groups)

Work Performed:

Performs all or any combination of the following functions, as assigned:

• Runs MBP Offices in an efficient manner by seeing to it that day-to-day as well as future requirements are carefully scheduled and met.

• Takes dictation and transcribes material from shorthand.

• Types in English and proof-reads a variety of materials, such as letters memoranda, reports, telexes, statements, tabulations, etc. Operates the word processor and its peripherals.

• Types confidential submissions / minutes to Joint Management Committee and Board for review / signature by Manager Brownfield Projects. Includes maintaining all relevant papers, keeping agenda papers for distribution to key Managers and Leaders before meetings, sending / receiving telexes to / from Shareholders on time / venues of meetings and keeps Manager Brownfield Projects informed.

• Receives incoming mail, opens, stamps, attaches references as necessary and passes to Supervisors or addresses as appropriate. Delivers confidential materials personally to other offices. Prepares outgoing mail for dispatch.

• Files correspondence and other materials. Maintains confidential and general files and other records for assigned offices. Requests, maintains and distributes office stationery and supplies.

• Drafts letters from brief notes or oral instruction, as required by Supervisor.

• Makes appointments for Supervisors, receives VIP visitors and directs them to Supervisors offices.

• Answers and makes telephone calls, receives and relays messages, answers routine queries, etc.

• Makes arrangements for Conference Room meetings, and may attend to take minutes as directed. Arranges for refreshments.

• Performs other related duties as assigned by Supervisors, such as deputizing for AGMPE Secretary during leave / absences, preparing dispatching invitations for social functions, performing various personal tasks for Supervisors, updating safety Regulations Manuals for General Management use.

Work Relations:

• Have routine contacts with Divisional Managers / Departmental Heads for making appointments with Manager Brownfield Projects and answering queries.

• Have frequent contacts with VIP visitors call on Manager Brownfield’s Projects.

• Deals with Design, Construction, Commissioning and Material Supply contractors.


Latitude:

• Reports to Manager Brownfield Projects.

• Performs assigned tasks according to high secretarial standards and directives from Supervisors.

• Completed work is reviewed by Supervisors.

Supervision:

• Gives work directions to other Secretaries.

Physical Requirements:
% Time Work Environment % Time
• Sitting 70% A/C Environment 100%
• Standing 30%



Minimum Requirements:

• Secondary Education Certification followed by 1 year Secretarial Course.

• Ability to type in English @ 60 w.p.m., and Arabic @ 45 w.p.m.

• Ability to Shorthand @ 100 w.p.m.

• 8 years experience in General Secretarial work preferably with Senior Managerial level.

• Age range 30 – 45.

• Excellent knowledge of English.

Agency/Employer: Sumaco Manpower
Town or City: Dubai (Abroad)
Sector: Oil
Related Job Titles: Not stated
Permanent/Contract: Contract, Full time
Experience: 5 years
Date: More than 60 days
Salary: Not specified

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