Personal Assistant (with Office Administration duties)

Secretarial/Administrative Support
DUBAI(ARE)
United Arab Emirates
Job Description
* Contributes to the overall effectiveness of the business by performing secretarial duties, providing administrative support to the team
* Facilitates hotels, restaurant sand transportation bookings for missions, seminars, temporary movements and other events end to end.
* Assists in setting up and organizing the department 's internal meetings logistics.
* As assigned, acts as interim in the absence of other assistants within the affiliate.
* Maintain the general management of the MD/VP workflow, calendar and daily meetings schedule.
* Coordinate travel requirements in connection with arrangements for the MD/VP and the team.
* Issue Expense Claims for MD/VP and handle Expenses for team (verification & follow up for payment).
* Prepare correspondence, PowerPoint Presentations on behalf of the MD/VP.
* Ensure the MD/VP is fully briefed on, or prepared for, any engagements they are involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MDs and good management of all arrangements (Taxi / Driver / Meeting rooms, etc.).
Office and Other Costs Management:
* Assist in the PR/PO process and expenses validation by finance and MD/VP.
* Monitor invoices and maintain a tracker for cost control.
* Serve as the point of contact for office management (procurement, office supplies, maintenance, facilities and others).
* Manage relationships with vendors, service providers and landlord.
* Manage contract and price negotiations with office vendors, service providers and office lease as required; ensure that all items are invoiced and paid on time. Manage creation of vendor code in SAP.
* Reporting: maintain monthly reports and track of all office cost, expenses. Update PO tracker, travel tracker, invoice tracker on time. Follow up for invoice payments to ensure they are paid.
* Assist in the PR/PO process and expenses validation by finance and MD; Liaise with the cost controller and Accountant department on all invoices and for all providers and maintain a master tracking file for all payments and vendors creation.

Office Management:
* Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved.
* Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.
* Provide general support to visitors.
* Organize and coordinate internal and external events as per the Management request.
Context and environment
The scope of the job entails secretarial andadministrative knowledge and
expertise coupled with dedication and strong coordinationwith managers and
colleagues. The tasks can easily be achieved with the support,guidance and
motivation from dedicated and highly skilled managers and thewhole team/s.
Candidate profile
* At least ‎8 years of relevant experience in similar role
* Excellent communication skills
* Proficiency in English, French and Arabic (oral and written) is necessary as this role has to correspond with stakeholder from France and Middle East countries on a regular basis
* Has experience and is keen to work in a multicultural environment
* Office management experience would be an advantage
* Technical knowledge:
o Corporate secretarial practice
o Microsoft Office
o IT literacy
Offer ID
70151BR
Metier
Administrative Support, Secretarial Support
Region, department, area
United Arab Emirates
Employment type
Regular position
Experience level required
Minimum ‎10 years
Branch
Gas Renewables And Power
Salary currency
AED
About us / company profile
Give your best to better energy and make the commitment with Total. With over
‎500-plus professions in ‎130 countries, we offer high safety and environmental
standards, strong ethical values, an innovation culture and wide-ranging
career development. Be part of the global team whose mission is already shared
by
‎100,000 employees: to make energy better each and every day.