Project Administrator

Rejlers International Engineering Solutions AB operates in Abu Dhabi, UAE, and
delivers high-quality engineering and project services to Oil & Gas, Refining,
Petrochemical, and Chemical Industries mainly in UAE and other Arabian Gulf
Countries. This year the Company has been operating in UAE for ‎10 years and
its parent company has been in business for almost ‎80 years. We share a strong
Nordic Engineering heritage of high-quality and frontline innovations.

We are now looking for Project Administrator to be part of our business
admin organization in Abu Dhabi, UAE.
Our offices are in a central location at Millennium Tower, Hamdan Street at
the heart of Abu Dhabi City Island.
Reports To

The Project Administrator reports to the assigned Line Manager and other
Project managers in dotted line.
Job Overview
The Project Administrator is responsible for supporting Projects teams with
invoicing and payments, preparation and information to personnel preparing for
site visits, supporting sales at various stages of activities. These projects
by nature of their complexity and difficulty require the fully competent
application of conventional knowledge in SAP Ariba & MS office suite.
In your role you will oversee and ensure that the administrative functions of
the projects to which assigned are effectively carried out.

Hunger for learning and sharing new ideas will be the cornerstone of your
success. We also value people for whom safety are part of their professional
skills.

Responsibilities and Duties
* Preparation of invoices for projects including supplementary documents like progress documents, timesheets, ICV retention invoices, uploading of same via SAP Ariba.
* Follow up Project Summary report from Project Control and prepare invoices for management approval.
* Support the project staff by facilitating project logistics such as meetings, conference rooms, conference calls, travel arrangements, site visit preparations, arrange medical tests etc.
* Under direction, organize travel arrangements and ancillary equipment required like PPE etc
* Support sales in the Arrangement /facilitation for Site Visits for Projects/bids including necessary passes, trainings, approvals.
* Maintain and update all invoices and payments.
* Maintain and update all customer accounts and related admin tasks.
* Maintain records for received purchase orders.
* Request for Release letter from Client upon Project Completion.
* Coordinate with Finance for invoicing and related reports management.
* Compiling reports, memo's, minutes, departmental presentations and documents
* Perform other duties as they arise on an ad hoc basis
* General administration and reporting protocol
* Typing and formatting reports and documents
* Liaise with other departments as and when required
* According to LOA, prepare application and related documents for CICPA and give timely instructions to PRO for processing of the same.
* Maintain all records related to CICPA applications as well as the real CICPA passes when not in use.
* Maintain records of all employees who have Medical Fitness certificates.
* Organise, order and maintain suitable level of stationery supplies
* Organise courier service
* Photocopying, printing, scanning and distribution of documentation
* Be a general contact for staff working onsite.
* Process project personnel expense claims & timesheets including, Employee Living Allowance, telephone accounts, travel, and hotel expenses. Perform verification, validation, compliance and submission activities prior to management and payroll approval as required
* Provide general secretarial/administrative support for department/project as necessary
* Ensure that all project site employees are kept informed of any corporate announcements via email communication
* Maintain guidelines for re-entry of site assigned personnel back into the Home Office
Qualifications
* Graduate in any discipline preferably related to office management.
* Minimum of 3years experience in similar role in Engineering companies in UAE .
* Must be available in UAE.
* Must be available to join immediately.
* Must have working knowledge of SAP Ariba
* UAE local experience is added value.
* Excellent interpersonal and communication skills
* Fluent in the English language
* Shares the company values of teamwork, transparency, honesty, and equality
* Team player, hardworking, problem solver and have a can-do attitude
* Meets UAE visa requirements
Our work is guided by our vision: Home of the learning minds. We believe in
continuous learning and development. We want to succeed both as individuals
and as a company through a common goal: success through continuous learning.
Do you want to join us?
Please apply at once as we proceed with suitable candidates as soon as
possible. Submit your application, CV, and salary expectation latest by 8th
July ‎2022.

Rejlers offers versatile engineering services for customers within
industrial, energy, construction and infrastructure sectors. We also provide
our customers with digital service solutions by combining ICT and engineering
expertise. Rejlers' expertise is available to customers as consultancy
services, service products and project solutions. We have around ‎1,000
employees who work in over ‎20 locations in Finland and UAE. Operations in
Finland started in ‎1980 in Mikkeli, and our turnover in ‎2021 amounted to
around EUR ‎102 million. We are part of the Nordic Rejlers AB, which is listed
on NASDAQ Stockholm's Nordic stock exchange.