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Administrative Assistant

Manpower Middle East LLC

Manpower Middle East LLC
Dubai, Dubai
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Job Details

Our client, a global leader with diversified products, is currently in search of a Administrative Assistant This is a contracting staffing role under Manpower for a contract period of 12 months (Renewable depending on company requirements andor individual performance). DUTIES and RESPONSIBILITIESINITIATION OF ORDERS (OECL)Receive POs from Sales Get POs signed by authorized FZE signatoriesInitiate the orders in SFDCLiaise with Sales in case clarifications are requiredFollow up for OECL approvalsLiaise with OTR for order bookingINITIATION OF SCOREInitiate SCORE in cases of discrepancy or deviation from GE standard terms. This is also through SFDC PROCESSING OF LOCAL PURCHASE ORDERS Obtain quotations from suppliers for the requirements of Dubai Office and place the order to the supplier with the lowest quote. Follow-up deliveries and pending invoices with the suppliers Process the LPO's and submit the invoices to Finance for payment.Submit supplier creation WF if vendor doesn't exist in OracleCOURIERSProcess outgoing international and local couriers.Receive incoming couriers and hand them to the ownersArrange the clearance of inbound DHLcourier shipments FILINGMaintain a proper filing of trainings conductedFiling of expensesVISAS Initiate visa request workflow and help the team to complete their visa requirements for their business travels. Once requirements are ready, organize with GBS team the collection of documents and passport for processing.Attend to the UAE visit visa request of team members from other countries and submit WF. Coordinate with GBS the renewal of team members' residence visaON-BOARDING Ensure that new team member's workstation is complete (computer supplies, name plate, desk phone, head set, drawers etc.)Assist with booking of temporary accommodationFacilitate the creation of extension line and business card and coordinate with GBS the issuance of SIM card and handsetMEETINGS and TRAININGSAssist in preparation of agenda and consolidate meeting presentationFacilitate the hotel booking, airport transportation and visa processing of the meeting training participantsBook meetingtraining venue and coordinate meeting specifications to the event organizer or hospitality (if venue is at company's Office)Arrange team dinnersBook meeting rooms internallySet up internal meetingsIPP WFAssist SalesSegment Managers in the preparation of agreements, invitation and other required documents for onward submission of IPP WF.ARAB HEALTH Exhibitions MeetingsCoordinate the names of the distributorscustomers attending AH and forward to AH team for creation of badgesProvide assistance at company's booth and company's roomGENERAL LETTERS REQUESTSSubmit company letter request WF for the team and follow-up with GBS the issuance and delivery of the requested letterPrepare internal letters requested by the team for tenders, systems related, e.t.cEXPENSE CLAIMS Process expenses via concur (AMEX and cash)Courier reports to mailroom FLIGHT and ACCOMMODATION BOOKING Book flights and hotel Assist newly on-boarded employees to set up their travel profiles.Book flights and hotels for the new employees before their travel profiles are set up and before they obtain their TandL cardsRun and submit a monthly report of all travels done by the teamEducational PROGRAMManage A-Z of the logistics around the 2 days program in terms of venue booking and set-up, accommodation for the participants, airport transfers, visas, shuttles, dinner, certificates, giveaways, photos


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About ManpowerGroup

Manpower Group, the world leader in innovative workforce solutions, creates and delivers high-impact solutions that enable our clients to achieve their business goals and enhance their competitiveness. With over 60 years of experience, our $19 billion company creates unique time to value through a comprehensive suite of innovative solutions that help clients win in the Human Age. These solutions cover an entire range of talent-driven needs from recruitment and assessment, training and development, and career management, to outsourcing and workforce consulting. ManpowerGroup maintains the world’s largest and industry-leading network of nearly 3,900 offices in over 80 countries and territories, generating a dynamic mix of an unmatched global footprint with valuable insight and local expertise to meet the needs of its 400,000 clients per year, across all industry sectors, small and medium-sized enterprises, local, multinational and global companies. The ManpowerGroup suite of solutions is offered through ManpowerGroup Solutions, Experis, Manpower, and Right Management.

Learn more about how the ManpowerGroup can help you win in the Human Age


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