Office Manager-Lower Gulf
Danone Nutricia Middle East
Total years of experience :11 years, 4 Months
Key Responsibilities:
Responsible for organizing and coordination office operations and procedures on daily basis. Communicating with people at all levels across all business functions and countries.
✓ Office management Duties:
▪ Manage Purchase Order and KissFlow systems for the Lower Gulf Team
▪ Timely payment to vendors in line with Danone policy for LGT
▪ Ensure validation & tracking of Monthly invoices, expenses, debit notes, … etc.
▪ Liaise with 3rd party vendors on daily basis topics including quotations, invoices, SOA, payment and activity follow-up.
▪ Managing and leading all business events within Lower Gulf team
▪ Facilitate the best hotel rates and airlines.
▪ Arrange cost effective purchase of office equipment, stationary, etc.
▪ Handle sensitive and/or confidential information and/or documentation with appropriate discretion.
▪ Manage & track holidays and other leave days of employees.
▪ Supporting LGT with all ad-hock requests to smooth operation process.
Office Management
Develop and implemented policies and procedures for the
corporate office and managing database.
Ensure that protocols are observed, hospitality is extended, and all visitors are made to feel welcome.
Follow up with relevant divisions and departments to ensure satisfactory action is always taken.
Scheduled the business travel arrangements and hotel bookings.
Organize and maintained records and other essential documents including contracts, legal documents and suppliers’ database; archived out of date information according to records management compliance and best practices.
Manage office budget, ensure accurate and timely reporting
Team Management
Supervising and monitoring the work of administrative staff
Create the business plan for the Office Management department that included the department’s key projects and initiatives that supported the organization’s goals and objectives.
Maintaining office staff by recruiting, selecting, orienting, and training employees.
Plan in-house or off-site activities such as conferences and celebrations
Handle customer inquiries and complaints
Review and approve office supply acquisitions
Coach, mentor and discipline office staff
Help in the hiring process of the Office Management team and reviewed regularly their performances.
*Key Responsibilities:
Responsible for providing administrative support across Talent Acquisition functions ensuring consistency with overall section objective and compliance with applied rules and regulations.
- Recruitment
- Scheduling interview for the candidates (Local/Overseas).
- Updating the Monthly Recruitment Reports
- Manage and update DTCM digital platforms (e.g.: LinkedIn, Career page, Taleo)
- Administrative & Coordination
- Travel arrangements: Ticketing, Hotel Booking and Transfer for overseas New Hire and Fly-in candidates.
- Admin invoice checking & processing.
- Updates Organizational charts on GRP and reflect necessary updates as (job titles, etc)
- Perform other job related tasks as required and any other adhoc projects as advised by the senior stakeholders.
- On-boarding (Local-Overseas)
- Performs the new hires on-boarding process, coordinates with other support functions and departments to ensure all new hire requirements are ready on time, and ensures the on-boarding process is implemented properly.
- Entering the new staff details in the GRP, create ID and coordinate with e-government to issue password.
- Coordinates with Organizational Development and Training provide new hires details ensure they are enrolled in the induction/ other onboarding activities.
- Handles Probationary review end to end process
- Communicate the confirmation of probationary period to the Organizational Development and Training & Training and HR operations teams of the same.
- Create and upload the announcements for New Joiners.
- Reporting:
- Generate periodic and ad-hoc reports as required.
- Maintain and Update Recruitment Tracker.
- Database & Talent Pool Management
- Receive CVs from different sourcing pools and build talent pool.
* Key Responsibilities
- Recruitment
- Preliminary screening of profiles.
- Scheduling interview for the candidates.
- HR Generalist
- Scheduling Induction for New Joiners.
- Introducing the new joiners to the location HR & Admin team and introducing them to the departmental representative.
- Making employees aware of various HR Policies.
- Maintaining Personal files of all employees.
- Helping employees to avail various benefits available to them as and when required.
- Responsible for the billing process for Transport & Travel function of the organization.
- Preparation of bills, auditing invoices, handling queries related to data from Finance.
- Administering Welfare Calendar & activities like: National Days, Birthday List, Monthly Events, etc...
- Produce and submit reports on general HR activities.
- Answering employee requests and questions.
- Payroll
- Responsible for collection of attendance from different location and maintenance of employees leave records for salary pay out.
- Issuing salary certificate and other related documents.
- Filling of all payroll related documents on monthly basis.
- Preparing and maintain data of leftover employees within stipulated time and clear their due in the form of full n final.
- Making sure that all the necessary information’s are passed on to the accounts department for salary processing.
- Provides confidential secretarial and administrative support for the principal executive to include managing the schedule/calendar, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
- Responsible for organizational functions and general meeting support: including arranging, follow up calls
- Responsible for incoming and outgoing mail.
- Supervise personnel which may include recommendations for hiring, performance evaluation, training, work allocation, and problem resolution.
* Key Responsibilities:
- Compiling and presenting information.
- To assist in providing written and verbal feedback on people attending the preparation courses.
- To deliver training sessions as required.
- To assist in disseminating information to prospective adopters attending preparation training on a sessional basis as needed.
* Key Responsibilities:
- Escort groups around the site and answer their questions.
- Giving information about its history, purpose, architecture or other points of interest.
- Greet and register visitors, and issue any required identification badges.
- Show audiovisual presentations include information about the place and the city.