Wednesday, January 18, 2017

Receptionist and Office Admin

Position title: Receptionist and Office Admin
Job Location: Dubai
Job type: Full-time
The Receptionist and Office Admin will be a customer service focused role and is responsible for managing the front desk, greeting clients, answering calls and providing support for the EWS-WWF corporate office. Proven experience in successfully managing an administration function as well as excellent communication skills are required for this role.

The Receptionist and Office Admin role requires strong administration skills as well as computer proficiency in all major Microsoft applications. You must be familiar with data management, such as CRM systems or ideally SalesForce. You must be capable of managing several tasks simultaneously and prioritize your time effectively. You must be an excellent communicator interacting with all levels of the organization and be familiar with working in a multicultural environment.
Key Responsibilities 
  • Front of house (answer phones, take down messages, forwarding emails etc.)
  • Manage a professional atmosphere in the Dubai Office
    • Keep the front desk and guest area clean and organized for a positive first impression for visitors
    • Organise office laundry items to be cleaned.
  • Welcome all EWS-WWF guests professionally
  • Manage printer, fax and ensure stationary is stocked 
  • Handle administrative duties such as:
    • Assist with cheque collection
    • Administer petty cash
    • Handle account
    • Help with scanning, faxing, photo copying
    • Arrange with courier services if/when required – request for printed airway bill, envelopes & bubble wrap before stocks ran out
    • Main contact in receiving any incoming deliveries to Dubai Office and keep record of the items delivered
    • Manage documents delivery between the Dubai, Abu Dhabi and Fujairah office 
    • Keep records of all incoming and outgoing letters
    • Help check post if driver is not available or on leave
    • To maintain administrative procedures and practice for EWS-WWF, establishing new ones as necessary
    • Gatekeeper of EWS-WWF shared calendars
  • Fix or flag any Dubai office maintenance issues to line manager
IT Support
  • Contact for IT support, this includes arranging  IT support, sort out repairing and purchasing of new laptops and equipment, report and log IT issues and ensure they are being solved by IT support.
  • Contact for telephone services and telephone maintenance, including solving any issues regarding telephones. 
HR Admin Support
  • Assist with all aspect of HR duties as requested by Operations Director
  • Maintain Leave Calendar and Database
  • Maintain Volunteer Database and assist with Team Members requests
  • Monthly Timesheet processing
  • Fluent in English (Arabic or a second language is a distinct advantage)
  • Excellent interpersonal and organizational skills
  • Excellent verbal and written communication skills with various levels of the organization and stakeholders.
  • Excellent interaction skills with various levels of the organization and stakeholders
  • Excellent time management skills
  • Excellent understanding of MICROSOFT Computer programmes including word, excel power point and outlook
  • Flexible. Can adapt to changing work priorities at short notice
  • Passion for conservation and environmental issues
  • Adhere to the EWS-WWF values
    • Impact Driven
    • Integrity
    • Together We’re Stronger
    • Courage
    • Adaptable
Key Competencies 
EWS - WWF FocusActs as a member of EWS-WWF, placing higher priority on EWS-WWF’s goals than own goals and anticipating the effects of own area’s actions on others to ensure holistic EWS-WWF outcomes.
External OrientationLooks outward ensuring EWS-WWF stays relevant, continues to anticipate and adapt to external environmental and global trends.
Delivering Quality OutcomesEstablishes stretch goals, plans, using best judgment and takes responsibility for planning to and delivering on outcomes.
Building Working RelationshipsBuilds collaborative relationships through the understanding and development of other’s and own ideas.
Communicating EffectivelyUses appropriate means of communication to convey messages, seeks input from others and ensures understanding

The ideal candidate will have :
  1. Bachelor’s Degree or Higher Diploma
  2. At least 2 years relevant experience
  3. Working experience within a Non-Profit Organization a distinct advantage
  4. A passion for the environment a distinct advantage
  5. Knowledge in Arabic language is an advantage 
Additional Information
This is a full-time permanent position based within the EWS-WWF office in Dubai.
EWS-WWF is an equal opportunity employer. We welcome diversity in the workplace and encourage applications from all qualified candidates.
To Apply

Suitable applicants are invited to email their application with cover letter and CV to Diana Eades with the job title in the subject line until the 31st of January . Please note that only shortlisted candidates will be contacted.

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