Project Administrator

Rejlers International Engineering Solutions 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 almost ‎80 years. We share strong
Nordic Engineering heritage of high quality and frontline innovations.
We are now looking for a Project Administrator to be part in our organization
in Abu Dhabi, UAE.

Reports To

The Project Administrator reports to the Head of Project Management.

Job Overview

This job function would provide clerical support to all projects including
preparation of all necessary passes, appointments etc necessary for expediting
of deliverables by client's deadline, tracking receipt of client's payments
and proper filing in company directory when complete.

Responsibilities and Duties

The main duties and responsibilities of the Project Administrator are but not
limited to the following:
* 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

• Bachelor Degree with minimum of ‎5 -‎6 years of experience


• Must have Worked with ADNOC group of Companies


• Knowledge in Optima cards


• Must have work experience in UAE


• Working experience with reputed Engineering Consultants is an advantage


• 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


• Competent PC skills


• Highly motivated, well organized, resourceful and proactive


• Possess good interpersonal skills with sound written and oral communication skills


• Flexible approach and able to work under pressure with a can-do attitude and a desire to win


• Ability to promote an open and informal communication environment that aims at growing mutual trust and teamwork


• Minimum of ‎5 years' proven work experience in similar capacity.


• Knowledge and fluency in English language.


• Knowledge of computers and electronics.


• Effective communication, inter-personal and organizational skills; including speaking and writing.


• Active learning.


• Service orientation.


• Quality control analysis.


• Analytical thinking and complex problem solving.


• Integrity, dependability, reliability and persistence.


• Attention to details.


• Independence and the ability to carry out assigned tasks with minimal supervision.


• Well-rounded, highly motivated and self-driven.


• Ability to work in a multi-cultural environment at all levels of the organization.
  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 18th
October ‎2023.