Assistant Office Services Manager a PRO
Mott MacDonald,
Dubai, Not Mentioned, United Arab Emirates
منذ 17 يوم
source : Wisdom Jobs

Job Profile Mott MacDonald is a 1 2 billion management engineering and development consultancy with 16 000 staff and a global reach spanning six continents Our network of 180 principal offices in 140 countries gives us local market insight backed by world class expertise to deliver excellence for every client We are an equal opportunity employer and value diversity at our company We do not discriminate and take positive steps to create an inclusive culture Main Purpose of the Job As part of Mott MacDonalds UAE Office Services Team the Assistant Offices Services Manager and PRO is responsible for a small team of PRO and facilities management staff providing a range of services the post holder will be fully experienced in PRO immigration legislation and processes ideally with some prior experience of office management and a desire to development these skills further Office Facilities and HSE -

Responsibility for office seiscurity and the health and safety of staff and visitors - Carrying out daily safety and housekeeping inspections of the office -

Maintaining all office furniture fittings furnishings equipment etc in a good state of repair - Liaising with Civil Defence to fulfill safety requirements -

Maintaining an adequate number of trained Fire Emergency wardens and First Aiders - Providing electrical installations to the office that are safe arranging for appropriate inspections inc PAT testing -

Conducting statutory risk assessments as required under local health and safety regulations at specified intervals - Arranging regular maintenance and servicing of any office lifts with the landlord and in accordance with MM and local statutory safety regulations -

Co-operating with management and Group safety advors in carrying out safety audits and inspections and acting on instructions issued by them PRO Services -

Annual renewal of the Companys trade licence and activities - Offering a full PRO service to the business - Advising staff and management on visa eligibility application requirements and lead times -

Responsibility for monitoring for sufficient stock of visa types - Monitoring of and reviewing immigration legislation and process changes alerting the Business of relevant changes -

Maintaining full accurate and accessible electronic records of work in progress and renewal dates - Arranging timely legal translation of all company documentation from Arabic to English and vice versa -

Accompanying assisting MOHRE and immigration inspectors on visits and supplying requested information accordingly Assisting the UAE Office Services Manager with -

Implementing office security protocols and processes which comply with Group directives - Arranging procurement of goods and services as per company procurement policy -

Management of all vendor agreements as per company Procurement policy - Managing the appointment of and arranging quality control and day to day management of office staff and maintenance contractors -

Carrying out due diligence so only competent contractors are engaged to work on Mott MacDonald premises - Arranging and supervising regular internal office events -

Fulfilling any client accommodation requirements that may arise - Maintaining communications with and written records from the Landlord -

Active supervision guidance and coaching to local office services personnel - Liaising with IT reps to ensure the IT network meets business needs -

Instigating periodic calls for document review and disposal and controlling archiving costs - Actively managing controlling office costs -

Responsibility for all company vehicles ensuring that vehicles are all safe and regularly serviced - Processing all invoices ensuring timely payment to suppliers REQUIREMENTS Candidate Specification Essential Candidate REQUIREMENTS -

Educated to Diploma level - At least 2 years working as a PRO in the UAE - Well organised with high level of time management skills -

Solid communication skills in both written and spoken English - Sound interpersonal skills with ability to build and maintain effective working relationships with colleagues other support functions suppliers and government authorities -

Highly organised with strong forward planning and time management skills to prioritise and organise the office services teams and their workload -

Numerate with excellent level of accuracy and attention to detail - Ability to multi-task and work under pressure - Ability to be resourceful and proactive in dealing with issues obstacles that may arise at any time -

Good level of IT and digital literacy proficient in Microsoft Word Excel PowerPoint and Outlook - Strong customer focus -

Proactive enthusiastic with a conscientious working nature hard-working punctual and reliable - Positive resourceful and flexible with a proactive solution-

focussed attitude Desirable Candidate REQUIREMENTS - Degree level education - Office facilities management experience and or qualifications -

Prior experience of working within a global organisation - Knowledge of Mott Macdonalds systems and processes - Verbal ability in other languages e g Arabic -

Supervisory skills - Knowledge of procurement tender processes and experience of working with suppliers vendors - Experience of budget analysis and cost controlProfile Summary : KeySkills : Profile Summary : KeySkills : Company Profile : The Mott MacDonald Group is a diverse management engineering and development consultancy delivering solutions for public and private clients world-

wide Mott MacDonalds uniquely diverse 1 billion global consultancy works across 12 core business areas As one of the worlds largest employee-

owned companies with over 14 000 staff we have principal offices in nearly 50 countries and projects in 140

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