Job Details
Posting Date
15/12/2019 Expiry Date 04/01/2020 Job Reference Number: 1400-2019-12-15T10:15:56
Administrative Officer
Category Non Faculty Vacancies
College Computing and Information
Department Dean office
Job Purpose

Provide a high-level of coordination for all administrative and financial initiatives and projects undertaken by the college. As well as manage various matters regarding faculty and/or staff members in the college with executive departments including IT, HR, Finance and Purchasing.

Main accountabilities & expectations
  1. Coordinate personnel activities relevant to the college staff and faculty members, such as annual leave, return from leave, sick leave, travel ticket request, overtime request, health insurance, school allowance, etc.).
  2. Perform administrative and office support activities, duties may include filter phone calls, receive and direct visitors, type documents, create spreadsheets/presentations and filing.
  3. Assist in preparing various reports, analysis and statistics requested for academic accreditation purposes.
  4. Assist in organizing college events such as conferences, seminars, executive meetings, student events, etc. As well as handle any necessary requests including catering, hotel booking, issuing visas, airport pickup and transportation.
  5. Handle and follow up Learning Program Applications and Business Mission requests for faculty and staff members.
  6. Organize, distribute and revise annual staff evaluations, and ensure that all required forms are submitted on time.
  7. Monitor the needs of colleges in terms of storage places, stationary, transportation, equipment, furniture, maintenance and IT equipment.
  8. Prepare and monitor the annual college budget in coordination with the dean and relevant chairpersons, as well as handle the college's petty cash and the monthly expenditures.
  9. Review and verify invoices related to college expenses ensuring they are correct and valid before submitting them to the relevant department.
  10. Assist in reviewing and sorting job applications for vacant faculty/staff positions, and may attend the initial interviews if requested by the line manager.
  11. Process the clearance forms for faculty, staff and graduating students.
  12. Assist in preparing the college's Annual Report in accordance to the University's requirements.
  13. Complete any other job-related tasks as assigned by line manager within the expected time limit.

Job Specific Accountabilities

Operational Plans

Participate in developing the department's operational and business plans, and contribute in the execution of same in line with the department's strategy in order to support the achievement of the function's strategic objectives.

 

Continuous Improvement

Provide input to enhance the policy and procedures, and follow all relevant processes, standard operating procedures, and instructions to ensure that work is carried out in a controlled and consistent manner.

 

Systems, Processes and Reports

Generate relevant reports and ensure that they are prepared timely and accurately, and meet the department's requirements and standards.

Required Skills
  • Excellent oral and written communication skills and the ability to prepare professional documents, in both Arabic and English.
  • Good interpersonal skills.
  • Excellent working knowledge of personal computer applications with an emphasis on MS office applications.
  • Project and time management skills.
  • Analytical and critical thinking.
  • Flexibility and ability to function effectively as part of a team
Preferred Qualification & Experience

  • Minimum of diploma in Business Administration, Office Management or a relevant discipline.
  • 3-5 years of UAE experience in similar role preferably in higher education institutions.
  • Priority is to UAE Nationals.


Job Location
Competencies

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Job Criteria
Gender Male or Female
Qualification Certification/diploma
Relevant Experience 3 or more
Living In UAE Open for all
Job has been Closed