Executive Office Coordinator

Organizes administers and coordinates day-to-day operations and procedures to ensure organizational effectiveness and efficiency in the GM's office. Performs a wide variety of highly complex administrative and ensures that effective measures are in place.

Provide support to General Manager

Maintains a highly organizes filing system congruent with the highly demanding requirements of the General Manager for the information flow, to ensure the confidentially and correct of the provided services.

KEY ACCOUNTABILITIES:

Job-Specific Accountabilities

• Coordinate the Business Unit Division objectives implementation procedure to ensure organizational effectiveness and efficiency in the office of the General Manager.
• Coordinate and provide regular updates on Business Unit report progress.
• Coordinate and compile the Business unit / Division reports such as KPI measures, Minutes of meetings, BAC & Board and follow up the Quality objectives and their effective implementation.
• Coordinating both internal and external meetings and resources.
• Oversee and coordinate the Business unit Division administrative, information sharing, and communication for GM's office.
• Follow up and update all actions using systems, Change management, Human Capital Digital transformation actions, HSE Actions, management actions, Risk Management, Procurement, and Agreements/Contracts.
• Coordinate and follow up on the preparation of the Annual Budget.
• Manage calendars in close coordination with executives, Business Unit Managers, ensures tasks/follow-up actions are acted upon in a timely manner, and prioritize appropriately.
• Prepare a variety of documents such letters, agendas, reports, circulars, internal memos, PowerPoint presentations, and spreadsheets as necessary to facilitate presentations, meetings, and actions.
• Arrange all aspects of Business mission trip travel, coordinate of visa, and manage expense reporting.
• Interact with internal and external stakeholders and answer inquiries, follow up on pending matters or problems.
• Organizing staff meetings includes dates, venues, and agendas minutes.
• Update action points resulting from Management meetings for follow-up and timely completion.
• Develop and maintain strong business relationships with key stakeholders and partners.
• Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional objectives.
• Monitor all correspondence requiring the General Manager's signature to ensure proper ordering and completeness. This includes carrying out arithmetic check, proof-reading, registering, indexing, filing, and sealing of documents according to applicable systems.
• Coordinate with General services for the preparation of visits and other arrangements for the General Manager's visitors. This includes ensuring a high standard of reception services, transportation, hotel accommodation, etc are provided.
• Keep abreast of the Company's policies and procedures, more particularly in respect of administration and authorities.
• Perform other similar or related duties as assigned such as arranging for field and overseas business, trips, collecting and compiling information for reports, obtaining data by specific deadlines, etc.
• Work on special projects as needed. Generic Accountabilities
  
  

Budget and Operational Plans

• Coordinate Business Unit division business plans and budget on a regular basis as and when required.
  

Policies, Systems, Processes & Procedures

• Implement & Comply with the relevant Business policies, processes, systems, standards, and procedures to accomplish operational objectives.
  

Innovation and Continuous improvement

• Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.
  

Health, Safety, Environment (HSE) and Sustainability

• Comply with relevant HSE policies, procedures, and control and applicable legislation and sustainability guidelines in line with international standards, best practices, and ADNOC code of practices.
  

Management Reports

• Prepare and issue weekly work progress status reports to facilitate the weekly meetings and for necessary discussion with the reporting business.
• Provide inputs to prepare section progress reports for Management
  
  

COMMUNICATIONS & WORKING RELATIONSHIPS:

Internal: Business Unit/ Department/ Division Manager and Staff at ADNOC HQ

External: Banks, Suppliers, Insurance, IT Services

QUALIFICATIONS, EXPERIENCE. KNOWLEDGE & SKILLS:

Minimum Qualification

Bachelor's Degree in Business Administration or Finance

Minimum Experience & Knowledge & Skills

1O years experience in Executive office coordination, Management Secretary, or in a large organization related to Oil and Gas Industry

TECHNICAL COMPETENCIES:

As per the approved competency dictionary

BEHAVIORAL COMPETENCIES:

As per the approved competency dictionary

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