Office Assistant

Position Title : Office Assistant – 6 months contract(paid internship/ voluntary service)
Unit : Operations
Directly reports: Operations Director
Location: Abu Dhabi
Date: Q1 2019
Type of contract: Full Time

Background

Emirates Nature is a UAE environmental non-governmental organization, established under the patronage of HH Sheikh Hamdan bin Zayed Al Nahyan, Ruler’s representative in the Western Region and Chairman of Environmental Agency – Abu Dhabi (EAD).

Emirates Nature works in association with WWF, one of the world’s largest and most respected independent conservation organizations. Emirates Nature-WWF has been active in the UAE since 2001 and has successfully initiated and implemented several conservation and education projects and initiatives in the region.

Emirates Nature-WWF works federally and in the region with offices in Abu Dhabi, Dubai and Fujairah and is governed by a local board of directors.

Job summary

As an Office Assistant he/she will ensure a respectable atmosphere in the Abu Dhabi Head Office of Emirates Nature-WWF. The successful candidate will support office operations by maintaining office systems and efficiency.  He/She represents Emirates Nature-WWF as front of the house and develops a good relationship among team members.

The successful candidate will coordinate and provide administrative support to the team, including coordinating the Emirates Nature-WWF admin data base but also support the finance department with clerical support.

Major duties and Key Responsibilities

Receptionist

  • Front of house (answer phones, take down messages, forwarding emails etc.)
  • Manage a professional atmosphere in the Abu Dhabi Office
  • Keep the front desk and guest area clean and organized for a positive first impression for visitors
  • Welcome all EN guests professionally

Administration

  • Follow up /coordinate deliveries with the driver and Dubai reception
  • Assist in scanning, photo copying documents as required
  • Arrange with courier services if/when required – request for printed airway bill, envelopes & bubble wrap before stocks ran out
  • Main contact in receiving/sending out deliveries from and to Abu Dhabi Office and keep track records
  • Make sure office and kitchen supplies are always available.
  • Maintain administrative procedures and practice for EN, establishing new ones as necessary.

Accounting

  • Assist in double checking received Invoices, it has to have BH approval, appropriate expense code, check if it has been paid or not.
  • Assist in double checking receipts should be corresponds to claim amount, collates VAT amount from each claim; check if previous paid or not.
  • Assist in issuance of check payments and preparation of payment vouchers.
  • Coordinate in Dubai how to get it signed in Dubai, book Khalid in case of urgency.
  • Update Contract data base spreadsheet, files contract, vouchers and receipts in systematic manner by Dept/proj/prog.
  • Assist in updating payment to SF, AD leads entry.
  • Always keep track records of checks, vouchers documents being sent out and ensures all original vouchers are being returned to AD as soon as the checks have been signed in Dubai for immediate posting to system in time for monthly reporting.

Other

Perform /assist in other task that maybe immediately required.

Required qualifications

  • High level of professional conduct and professional personal appearance
  • Passion for conservation and environmental issues
  • Computer literate and knowledge in MS Office
  • Flexible and helpful with all levels of a team
  • Positive, service-oriented and helpful
  • Excellent interpersonal and organizational skills
  • High level of cultural sensitivity and awareness with ability to work in a multi-cultural setting
  • Proven knowledge and or experience in the non-profit sector, preferably of environmental non-government organizations.

Competencies

Emirates Nature-WWF Focus: Acts as a member of Emirates Nature-WWF, placing higher priority on Emirates Nature-WWF goals than own goals and anticipating the effects of own area’s actions on others to ensure holistic Emirates Nature-WWF outcomes.

External Orientation: Looks outwards ensuring WWF stays relevant, continues to anticipate and adapt to external environmental and global trends.

Delivering Quality Outcomes: Establishes stretch goals, plans, using best judgment and takes responsibility for planning to and delivering on outcomes.

Building Working Relationships: Builds collaborative relationships through the understanding and development of other’s and own ideas.

Communicating Effectively: Uses appropriate means of communication to convey messages, seeks input from others and ensures understanding.

Leading Teams: Develops direction and shared purpose, builds a team through coaching to ensure the accomplishment of goals and high-level team performance.

Leading Change: Encourages and seeks out innovative solutions and brings people on a journey constructively and empathetically.

Managing Resources: Makes the right judgments based on financial and resource availability.

Establishing Strategic Direction: Generates options to achieve long-range goals, selects the best strategies for success and delivers on strategic goals.

Building Organizational Capability: Diagnoses individual and team capability and development needs and champions talent management.

Skills required

  • Attention to Detail
  • Ability to meet deadlines and multi-task
  • Strong organizational, interpersonal and communication skills
  • Excellent oral and written communication skills
  • Flexible. Can adapt to changing work priorities at short notice
  • Positive, service-oriented and helpful
  • Willingness to learn new skills
  • Ability to work on own initiative
  • Ability to absorb and retain information
  • High level of cultural sensitivity and awareness with ability to work in a multi-cultural setting

Working relationships

Internal - Works with Emirates Nature -WWF Team Member

External - Works with Emirates Natures -WWF Suppliers & Guest

Additional information

Emirates Nature-WWF is an equal opportunity employer. We welcome diversity in the workplace and offer a flexible and diverse place of employment.

Emirates Nature-WWF staff participate wholeheartedly in general activities and events that require the full support and participation of all staff members, whether the focus of any particular event or activity has any bearing on the job description and assigned project objectives and activities.

How to apply

Please send your application to the attention of Human Resource Manager Ms Magdalena Tayoun on [email protected] before 14th April 2019.