Project Administration Assistant

Duties:

• Manage the daily administrative operations including record-keeping and reporting
• Maintain a document management and version control system established in accordance with the company standard approach for recording and tracking of all documents in accordance with the Document Control Procedure established within the PMO and/or as per the requirement from the Client (if applicable)
• Assembles all project-related documentation and structures them for archiving and for uploading onto SharePoint and or the required Project Management Information System (PMIS) of the project
• Maintain an organized filing system for all project-related documents.
• Attends all key project working meetings (daily coordination meetings) prepares and timely circulates meeting minutes as per arrangements with the PM
• Assist in the preparation and management of project documentation
• Assist in the procurement of materials and supplies ensuring timely delivery to the site.
• Prepare Purchase Request (PR) using the SAP system as per the request of the PM and PMO Manager
•  Answering inbound and outbound calls. Keeping and recording a contact list
•  Procurement and inventory of office stationery and office groceries
•  Arrange receive and distribute office deliveries for the Site Office as well as the courier services
•  Prepare letters memos invitations and minutes of meetings
•  Provide other clerical support to the internal Team
• Arrangements of gate passes for visitors. Monitor visitor access prepare and maintain visitor logbook and maintain security awareness
• Arrange airline bookings and hotel accommodation for business travel
• Arrange car rental reservations and deliveries
• Coordinate training requirements printing of manuals organizing catering coordination and issue of gate passes and coordination of transport
• PRO duties visa applications/processing/cancellation dealing with government agencies for foreign visit visas and general PRO duties

Policies and Procedures:

• Ensure the Smiths Code of Corporate Responsibility and Business Ethics is upheld in all activities.

Knowledge:

• Administrative and clerical procedures
• Customer service principles and practices
• Document Management System
• SAP experience is a plus

Skills:

• A minimum of 4 years of related experience in an administration or customer service role. Experience working in a multinational and multicultural environment. Middle East regional experience is a plus
• Computer literacy competency in the use of all programs within the MS Office Suite and aptitude for learning specialised software programs.
• Knowledge of SAP is a plus
• Document Software Experience (e.g. ACONEX PMWeb etc.)
• Good verbal and written communication and people management skills.
• Language skills - English is required Arabic would be an advantage.

Competence and Abilities:

• Ability to communicate clearly (verbal written listening) and build an effective network of relationships with internal and external customers.
• Can demonstrate an ability to make good judgments based on available information and promptly.
• Attention to detail highly organised and able to work under own initiative.
• Maintain the appropriate level of confidentiality
• Proactively support colleagues
• Ability to work in a multicultural team in a matrix environment and influence at a basic level
• Flexible and adaptable to changing priorities.
• Must be reliable and possess excellent time management skills
• Calm under pressure
• Can do attitude

Planning and Decision Making:

• Support planning organising and implementing document control procedures within the projects.
• Responsible for following a standardised project controls or PLM approach for the Smith Detection business.
• Required to perform administrative duties autonomously and duties related to the documentation of projects under the supervision of the PMO Manager

Impact and Scope: 

• Accountability for all document control requirements and be responsible for the day-to-day administration of the role
• Proven track record for timely delivery and customer satisfaction and be proactive in their attitude to work
• Flexibility to be assigned to different locations within the Middle East as per the required office site location of the assigned project

Qualifications :

Additional Information :

Join us and well help build your career with excellent training and opportunities for career growth across the business both locally and globally. Youll experience an inclusive environment with strong leadership and a focus on safety and wellbeing. Youll also have the flexibility to choose from a wide range of benefits to suit your lifestyle offering you and your family support from a health and wellbeing financial and lifestyle perspective.

Join us and work for a world-leader with the benefits and training to reward your dedication and skills. Be part of a team where we are making the world a safer place.

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color religion sex sexual orientation gender identity national origin economic status disability age or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics where we celebrate support and embrace diversity.

At no time during the hiring process will Smiths Group nor any of our recruitment partners ever request payment to enable participation including but not limited to interviews or testing. Avoid fraudulent requests by applying jobs directly through our careers website (Careers - Smiths Group plc)

Remote Work :

No

Employment Type :

Full-time