BUSINESS SUPPORT ADMINISTRATOR

ABOUT THE BUSINESS
We are the leading provider of worldwide smart end-to-end supply chain
logistics, enabling the flow of trade across the globe. Our comprehensive
range of products and services covers every link of the integrated supply
chain - from maritime and inland terminals to marine services and industrial
parks as well as technology-driven customer solutions.
We deliver these services through an interconnected global network of ‎295
business units in ‎78 countries across six continents, with a significant
presence both in high-growth and mature markets. Wherever we operate, we
integrate sustainability and responsible corporate citizenship into our
activities, striving for a positive contribution to the economies and
communities where we live and work.
Our dedicated, diverse and professional team of more than ‎97,657 from ‎158
nationalities are committed to delivering unrivalled value to our customers
and partners. We do this by focusing on mutually beneficial relationships -
with governments, shippers, traders, and other stakeholders along the global
supply chain - relationships built on a foundation of mutual trust and
enduring partnership.
We think ahead, anticipate change and deploy industry-leading digital
technology to further broaden our vision to disrupt world trade and create the
smartest, most efficient and innovative solutions, while ensuring a positive
and sustainable impact on economies, societies and our planet.
KEY ACCOUNTABILITIES:
* Provide complete administration assistance for the Communications team VPs and the Group Communications and External Affairs Department.
* Liaise with internal and external parties locally and globally to streamline routine activities on behalf of the Group Communications and External Affairs teams
* Work as part of the team to develop a new digitised system and process for managing, prioritising and tracking the communications work requests through to completion across the various sections; manage the systems and act as department gatekeeper
* Take responsibility for managing Head Office branded gift items and marketing materials, including inventory system
* Manage updating of DP World's communications calendar
* Prioritise work schedules and email responses on behalf of the VPs
* Plan and arrange all International Travel i.e. Flights, Hotel and Visas for the Communications team VPs and the team leads as and when required.
* Ensure to independently lead and manage the calendar of the team VPs , taking decisions where appropriate in terms of scheduling and cancellations.
* Prepare and review all the expense reports of Communications team VPs
* Manage the RFPs (request for payments), Petty Cash, Travel Expenses, Entertainment Expenses, Medical and Educational Reimbursements for the Communications team VPs .
* Liaise and coordinate with Regional DP World offices on behalf of the team VPs as and when required.
* Monitor and process AFE's (approval for expense) for the Group Communications and External Affairs teams
* Ensure proper arrangements pertaining to handling of VPs executive guests for internal and external corporate events.
* Ensure that leave planner and leave records for VPs and the Group Communications and External Affairs teams are updated.
* Ensure efficient filing system for the Shared Drive, hard copy filing
* Manage all physical storage areas for Group Communications assets through efficient system
* Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World's Principles, values and culture; ensuring the highest level of safety is applied in all activities; understanding and following DP World's Code of Conduct and Ethics policies
* Promote and demonstrate positive behaviours in harmony with DP World's values and culture
* Perform other related duties as assigned
JOB CONTEXT
The jobholder is a key member of the Group Communications team being the
principle/only administrative support and needs to work effectively with all
members in the department to ensure all support needs are identified,
prioritised and met. The jobholder is expected to take his/her own initiative,
offer new ideas to improve department efficiency and productivity, be able to
multi-task and have flexibility for ad hoc requirements.
QUALIFICATIONS, SKILLS & EXPERIENCE

In order to give credible support to the organisation and be successful in
this role, the ideal candidate will have the following:
* Minimum of ‎6-‎10 years working as a Senior Administrator/PA for Executive Management level
* Administration and analytical skills
* Influencing and impact skills
* Strong work ethic, reliable, discreet and able to retain confidential information
* Optimistic nature and strong team player
* Excellent organisational skills, strong multi-tasker, able to remain calm under pressure
* Professional demeanour, strong brand ambassador for the department and DP World
* Strong Microsoft Office skills, knowledge of social media
* Ability to research independently with speed and initiative.