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Administrative Assistant

Location(s): 

Riyadh, SA

Contract Type:  Contract
Work Pattern:  Full Time
Market:  Various
Discipline:  Administration
Job Ref:  7348
Recruiter Contact:  Salem alnahdi

About the Job 

The Admin Assistant will within the Country office and support fee-earning staff and management in a secretarial capacity and taking on basic accounting and finance tasks such as processing invoices and the like. This role will be pivotal in developing and delivering an efficient administrative support service.  

 

Key responsibilities and duties are listed, but not limited to, the below: 

 

  • Providing a full administrative support service to Saudi country office  

  • Providing a project support service to project management teams e.g. responding to queries and correspondence, formatting of reports, tables and charts, drafting memos and letters etc 

  • Preparing presentations, agendas and meeting packs 

  • Booking conference and meeting rooms and arranging catering and refreshments 

  • Booking approved business travel arrangements e.g. flights and hotels as per MME travel policy 

  • Preparing travel authorisation and other e-forms for approval; 

  • Co- ordinating completion of documentation for security and safety requirements for staff being deployed or visiting high risk category companies; 

  • Booking transportation for business journeys; 

  • Procurement of approved goods and services via LPOs, such as travel, hotel bookings, business cards and stationery as per MME procurement and authorisation policy and via MME preferred suppliers 

  • Checking and verifying supplier invoices; date stamping on receipt, attaching any supporting documentation, coding up and obtaining approval as per company policy and forwarding to Finance 

  • Ensuring staff timesheets are completed on time, making any amendments as required within the deadline; 

  • Obtaining approval for leave bookings in advance of the leave being taken & advising staff accordingly; 

  • Conducting office orientation tours with new staff and visitors 

  • Performing other administrative duties such as filing, scanning, photocopying, retrieval of archiving etc. 

  • Management of incoming/outgoing mail; 

  • Preparing and submitting expense claims for site staff, Project Managers and Directors 

  • Maintaining office safety by ensuing that desktop and surrounding area is safe for use at all times and reporting any incidents or potential incidents as per company policy; 

Assisting with any tasks and projects which may arise on an ad-hoc basis 

 

  • In Mott MacDonald, we have a strong policy ethical behaviour and expect the highest standards of ethical practice. These are at the core of our corporate values hence do not engage in any aspects of bribery or corrupt practice. As such, we expect staff must always act: 

  • Professionally 

  • With integrity 

  • With due skill, care and diligence 

  • In good faith, and 

  • In compliance with all applicable laws 

  • Dedicated team player with the ability to effectively communicate at all levels including external stakeholders 

  • Adopting a proactive approach towards complex tasks and overall delivery 

  • Sound knowledge of professional and international standards.

 

Candidate Specification :

 

  • Educated to Diploma level but a Degree level education would be advantageous  

  • Highly organised with strong, forward planning and time management skills to prioritise workload; 

  • Excellent level of accuracy with attention to detail 

  • Ability to multi-task and work under pressure 

  • Ability to be resourceful and proactive in dealing with issues that may arise; 

  • Proficiency in Microsoft Word, Excel, PowerPoint and Outlook at Intermediate – Advanced Level. 

  • Enthusiastic and conscientious working nature, hard-working, punctual and reliable 

  • A positive, flexible and helpful disposition with a “can do” attitude. 

  • Prior experience of working within a global organisation. #LI-SA2

 

Our Purpose 

Our purpose is to improve society by considering social outcomes in everything we do; relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.  
  
Equality, Diversity and Inclusion 

Equality, diversity and inclusion (EDI) is at the heart of our organization. We are an equal opportunity employer and do not discriminate, but rather take positive steps towards creating a diverse and inclusive working environment. #LI-SA2

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