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VAC4399 - Personal Assistant - Middle East & Africa Region

Division Administration
Location Dubai, U.A.E.
Department DPW CORP MEA – DEP
Closing Date 26-Jan-2020
JOB PURPOSE The Personal Assistant (PA) will offer a broad range of complete and extensive support to the CEO & Managing Director of Middle East & Africa Region. This role is based in MEA Regional office in Dubai where the Chief Executive Officer & Managing Director, regional departments including Finance, Commercial, Business Development, Operations, Engineering, Health, Safety & Environment, People & Sustainability are located.
  • Manage, coordinate and maintain calendar of CEO & Managing Director including appointments, meetings and travel.
  • Responsible for organising of internal and external meetings on behalf of the CEO & MD ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
  • Provide executive and administrative support to CEO & MD.
  • Responsible for organising CEO & MD travel and logistics including flights, visa requirements, hotel, accommodation, car rental, meeting schedules while travelling and completing expenses.
  • Monitor and respond to incoming communications (including complaints) to CEO & MD’s office including phone, calls, emails and ensuring correct department distribution.
  • Secretarial support for meetings as and when required by the CEO & MD including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
  • Follow-up, monitor and report the progress reports of all action points: audit report, management meeting, board meetings and any internal or external meetings…
  • Drafting and writing high quality reports and presentations, as required by the CEO & MD.
  • Communicating important updates and information to Business Units across the Region as required by CEO & MD
  • Structure the calendar of events of the CEO & MD.
  • Ensure efficient filing and retrieval electronic system
  • Translate officials document in English and/or Arabic
  • Preparing / Clearing RFP’s (request for payments), Petty Cash, Travel Expense, and Entertainment Expense of the CEO & MD.
  • Liaise and coordinate with other PA of BUs and DP World Head Office Departments in order to maintain business functions.
  • Compile the Monthly CEO & MD Report and Coordinate the progress from all sections, for management review.
  • Monitoring and processing AFE’s (approval for expense) for the CEO & MD.
  • Ensure that leave planner and leave records for the CEO & MD are updated.
  • Coordinate and process the department’s invoices, travel expenses & petty cash for CEO & MD
  • Ensure Board dates and meetings are properly coordinated with respective Board Secretaries.
  • Assist with the submission and coordinate the receipt of board papers as appropriate.
  • Confirm meeting venues, as well as creating and distributing comprehensive minutes including board resolutions to all members post meeting.
  • Promote and demonstrate positive behaviours in harmony with DP World’s Founders Principles
  • Ensure that the highest levels of safety are applied in all activities.
  • Understand and adhere to DP World’s Code of Conduct
  • Perform other related duties as assigned
  • University degree or diploma relating to the field, preferred but not essential
  • Very strong administration background with minimum six years of experience as Personal Assistant, Office Manager or similar role
  • Proficient in using Microsoft office packages and familiar with the use of internet.
  • Fluency in English and Arabic language - spoken and written 
  • French would be an advantage
  • Organisational, planning and multi-tasking skills
  • Communication skills
  • Information gathering and information monitoring skills
  • Problem analysis and problem-solving skills
  • Judgment and decision-making ability
  • Initiative
  • Professionalism and confidentiality
  • Attention to detail and accuracy
  • Flexibility
  • Calm character, able to prioritise and ensure smooth execution of tasks
  • Strong attention to detail and accuracy
  • Maintain high levels of professionalism
  • Well organized with an understanding of priorities and changing demands
  • Have a professional knowledge of all Microsoft Office programmes;

DP World is a global trade enabler and a vital part of the supply chain. We make sure cargo keeps moving so people have the things they need, when they need them, helping economies grow and nations prosper. We foster a culture of collaboration, innovation and respect.

Our global workforce is made up of 50,000 people with over 110 different nationalities who bring their experience and expertise together, allowing us to be a global leader. We have a portfolio of 78 operating marine and inland terminals supported by over 50 related businesses in 40 countries across six continents with a significant presence in both high-growth and mature markets. We aim to be essential to the bright future of global trade, ensuring everything we do has a long-lasting positive impact on economies and society.

Our dedicated team from 103 countries cultivates long-standing relationships with governments, shipping lines, importers and exporters, communities, and many other important constituents of the global supply chain, to add value and provide quality services today and tomorrow.

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