Administrative Assistant

Mott MacDonald is a global engineering, management, and development consultancy committed to delivering impactful work that shapes the future.

We are a team of over 20,000 experts working across the world in more than 50 countries.

We are proud to be part of an ever-changing global industry, delivering transformative work that’s defining our future. It’s our people who power that performance. As an employee-owned business, we invest in creating a space for everyone to feel safe and valued and empowered with the right tools and support.

Whether you want to pursue excellence in your specialism or broaden your experience with flexible roles across our business, you’ll be connected to a community of global experts championing you to be your best. Join us and shape your story with Mott MacDonald, where everyone has the opportunity to be brilliant.

We are seeking a proactive and detail-oriented Administrative Assistant to support one of our key RTA projects in Dubai. This role will work closely with the Team Administrator and provide essential administrative and secretarial support to project teams and management. The position also involves basic finance and procurement tasks, contributing to the smooth operation of the project office.

Key Responsibilities/Duties Are In Support With Team Administrator

• Providing a full administrative support service to Dubai office
• Providing a project support service to project management teams e.g. responding to queries and correspondence, formatting of reports, tables and charts, drafting memos and letters etc
• Preparing presentations, agendas and meeting packs
• Booking conference and meeting rooms and arranging catering and refreshments
• Booking approved business travel arrangements e.g. flights and hotels as per MME travel policy
• Preparing travel authorisation and other e-forms for approval;
• Co- ordinating completion of documentation for security and safety requirements for staff being deployed or visiting high risk category companies;
• Booking transportation for business journey;
• Procurement of approved goods and services via LPOs, such as travel, hotel bookings, business cards and stationery as per MME procurement and authorisation policy and via MME preferred suppliers
• Checking and verifying supplier invoices; date stamping on receipt, attaching any supporting documentation, coding up and obtaining approval as per company policy and forwarding to Finance
• Ensuring staff timesheets are completed on time, making any amendments as required within the deadline;
• Obtaining approval for leave bookings in advance of the leave being taken & advising staff accordingly;
• Conducting office orientation tours with new staff and visitors
• Performing other administrative duties such as filing, scanning, photocopying, retrieval of archiving etc.
• Management of incoming/outgoing mail;
• Preparing and submitting expense claims for site staff, Project Managers and Directors
• Maintaining office safety by ensuing that desktop and surrounding area is safe for use at all times and reporting any incidents or potential incidents as per company policy;
• Assisting with any tasks and projects which may arise on an ad-hoc basis
  
  

• Educated to Diploma level but a Degree level education would be advantageous
• Proven experience in a similar role with GCC experience
• Experience of undertaking basic finance tasks including the management of petty cash, arranging for LPOs, management of invoices and procurement
• Highly organised with strong, forward planning and time management skills to prioritise workload;
• Excellent level of accuracy with attention to detail
• Ability to multi-task and work under pressure
• Ability to be resourceful and proactive in dealing with issues that may arise;
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook at Intermediate – Advanced Level.
• Enthusiastic and conscientious working nature, hard-working, punctual and reliable
• A positive, flexible and helpful disposition with a “can do” attitude.
• Prior experience of working within a global organisation.
  
  

• 90 calendar days paid maternity leave
• Competitive annual leave
• An annual professional institution subscription
• Annual company performance bonus scheme – Subject to company performance