Project Administrator

Job Summary

Wood is currently looking for a Project Admin (preferably Arabic Speaker) to strengthen our team in Dubai.

The contract is for 1 year, renewable annually based on business needs.

Accountability

• This is a Home Office position based in Dubai. Normal working time will be 48 hours per week (10 hours per day) supporting the whole Project 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 Project Delivery Manager (Functionally reports to the Lead Administrator).
• 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, etc.
• 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, mobiles, etc are allocated in a timely manner.
• Acting as IT Helpdesk to assist on all IT requirements (installation, configuration, etc.)
• 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, etc.
• 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 both spoken and written English language.
• Teamwork.

Competencies

• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Strong commitment to safety.