Office Manager and PRO (UAE)

Overview:
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Title: Office Manager and PRO
Locations: Abu Dhabi, Dubai
Role ID: ‎2023 - ‎1783

Our vision is to create a safe and sustainable world
Ricardo plc is a global strategic, environmental, and engineering consulting
company, listed on the London Stock Exchange. With over ‎100 years of
engineering excellence and employing close to ‎3,000 employees in more than ‎20
countries, we provide exceptional levels of expertise in delivering leading-
edge and innovative cross-sector sustainable products and solutions. Every
day, we enable our customers to solve the most complex and dynamic challenges
to help achieve a safe and sustainable world.

Energy & Environment, one of Ricardo plc's five operating business units, is
a leader in sustainability consultancy, solving complex environmental
challenges through industry-leading analysis, advice and data. With more than
‎40 years of heritage in addressing air quality, environmental and
sustainability issues, our customers value us for our deep understanding and
breadth of services covering the entire value chain from evidence, policy &
strategy to implementation.

REE has been successfully delivering projects in UAE for excess of ‎8 years. We
have recently incorporated a UAE registered entity, which is called Ricardo
Gulf Technical Consultancy (RGTC).

Purpose:
The Office Administrator & PRO must be an Arabic speaker who will support the
regional (Middle East) and UK headquartered management teams. You will also
undertake general responsibilities for providing office and finance
administration assistance to our business operations, to facilitate high
quality project delivery to our clients.
As this role continues to grow and develop, you must be receptive to
developing the position to meet new challenges as they arise. In return, you
will benefit from professional development support and working in an
international team environment.

To be considered for this role you will enjoy assisting others and show
leadership in dealing with people. You will be action-oriented and systems
savvy, and demonstrate relationship building, project management, problem
solving, administrative and attention to detail capabilities, accompanied with
an ability to show good judgement. Liaising heavily with internal and external
stakeholders, your strong communication skills will be relied upon.

Work location and team:
Ricardo PLC (RGTC 's parent company) also operates another commercial entity
in the UAE. This company is Ricardo Rail - which provides services to the Rail
industry in the UAE (and internationally). Your place of work could be co-
located with the Ricardo Rail (RR) team in Dubai or in the RGTC office in Abu
Dhabi.

Although you will be employed by RGTC you could also be asked to work closely
with the Ricardo Rail team on both RGTC and RR tasks.

Key accountabilities:
The role will report directly to the Regional Director, who is also the
General Manager of RGTC in the UAE and the wider UK administration teams and
will provide support to REE staff coming to the UAE for any reason. Your role
will be to:
* Ensure that staff follow guideline procedures and methodology to ensure the integrity of the Ricardo management systems.
* Work and follow-up with Directors and Project Managers to ensure focus and attention to project / client data input in various reporting systems.
* Develop strong and effective working relationships with Ricardo colleagues across the Middle East and the UK.
* Work collaboratively with Ricardo 's Central Team functions in the UK.
* Assist with supporting basic finance tasks, liaising with suppliers and partnering organisations regarding contracts/invoices and contacting customers to ensure invoices are paid promptly.
* Assist staff in generating various reports from the systems and assist with the analysis of the same in conjunction with the relevant Directors/Team Leader etc.
* Train existing users and new users on the Ricardo data management systems across the Middle East.
* Assist with the preparation of letters, tender, report, and specification documents, booking of vehicles and travel and ad hoc administrative tasks such as document translation or attestation.
* Ensure consistency in accuracy and timely output of work.
* Assist with the preparation of supplier registrations, pre-qualifications, proposal or project deliverables where requested.
* Escort REE team members to meetings and on site visits, ensuring that all appropriate protocol and safety considerations are met.
* Deliver the full range of Public Relations Officer (PRO) activities including (but not exclusively):
* Renewal of Commercial Registration (when required)
* Renewal of the Chambers of Commerce (when required)
* Renewal of municipality license (when required)
* Managing various portals.
* Applying for and managing the UAE's visa process for all staff visiting, relocating to, and living the UAE.
* Under direction & supervision liaising with our Bank, Lawyers, Auditors, or other representatives/advisors in the UAE.
* Being an in-country first point of contact for customers (and any other stakeholders) - and referring interest or questions to the appropriate individuals within REE.
Key competencies and experience
*
Tertiary qualifications in business administration or related field desirable.
* Have exceptional organisational skills with excellent attention to detail and ability to work methodically and thoroughly.
* Have a competent working knowledge of MS office, and experience of or an aptitude to learn new systems.
* Have excellent listening, written and verbal communication skills.
* Ability to maintain a high level of numeracy and accuracy with an attention to detail in preparing and entering information.
* Ability to be self-motivated including ability to manage time effectively and set priorities to achieve objectives within set time frame and with resources available.
Skills and behaviours

The successful candidate will
* Be a team player able to work with and influence a wide range of stakeholders both inside and outside of the organisation willing to get involved, supporting colleagues to resolve issues and facilitating solutions.
* Self-motivated to work under minimal supervision.
* Have the ability to communicate effectively with suppliers and internal departments to build and maintain strong relationships.
* Be willing to work flexibly to accommodate meetings with UK and other colleagues, outside normal business hours as and when required.
* Be comfortable working on a variety of tasks in a sometimes fast-paced operational environment.
* Develop sufficient knowledge of the processes within customer service and operational delivery to be able to propose change and improvements.
* Be a team worker who is willing and able to get involved in supporting colleagues on a range of project management, co-ordination and administrative tasks;
* Fluent in both spoken and written Arabic and English.
* A full and clean drivers license and own vehicle.
* Embrace Ricardo 's values of Passion, Innovation, Integrity and Respect and aim to lead others towards high standards of behavior and performance.
* Ability to respond to changing circumstances effectively and to provide innovative cost-effective solutions to various issues.
Working here

Ricardo is an exciting and rewarding place to work and you have the
opportunity to make a difference. You will work with teams of talented,
dedicated, and supportive individuals. Alongside having a fantastic
opportunity to develop your career with us through our broad range of
projects, mentoring opportunities and a personalised approach to your learning
and development. We are always keen to hear from people who have driven,
ambition and a flair for innovative thinking.

Once you have submitted your application a member of our Recruitment Team will
be in touch. Please be aware that the timing can vary dependent on the volume
of applications that we receive for each role and in some cases, we may start
to review applications prior to the closing date.