Administrator - Arabic National Only

2-6 years
103 Applied
Job Description

This role supports the assigned function by providing full secretarial and administrative support, to facilitate effective & smooth functioning whilst maintaining confidentiality always and in accordance with organisational policies & procedures. Carry out coordination and administrative activities in relation to the projects and tender management phases. Transcribe in English & Arabic a variety of material from longhand and other drafts including letters, memorandum, circulars, and reports while carrying out administrative duties.

Description Key Performance Indicators
Policies, Systems, Processes and Procedures
Adhere with Section policies, procedures, and systems through consistent & systematic application of best practices providing timely and effective services to the company.
Effective adherence of policies and procedures
Confidential Procedures
Observe confidentiality procedures and register and track accountable documentation to ensure security and control.
Confidential matters are handled securely with no information leakages.

Administration Assistance
Carry out other administrative activities such as updating of weekly and monthly reports, letters, parcels- update references for letters and faxes, and generate various computer reports to advice on the status of the pending activities to fulfill information requirements.
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation, filing, organizing, scanning and faxing documents in a timely manner.
Maintain physical and electronic office filing systems
Assist in CLIENTS events coordination.
Compile, issue, follow-up all RFAs, invoices, POs, PRS, RFQs, Accounting forms and other contracts and services provided by the units while monitoring all related contractual obligations as per the policy.
Prepare and ensure company yearly calendar and dairies, letterheads, envelopes, business cards are printed in a timely manner
Quality and timeliness in administrative activities; recording/filing

Secretarial Support
Provide a complete secretarial and administrative service to the assigned supervisor and the team to facilitate the smooth functioning.
Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information
Manage travel arrangements - such as booking flights, cars, hotel, and restaurant reservations.
Answer all incoming calls, handle inquiries and re-direct calls as appropriate and take adequate messages when required.
All routine correspondence is completed timely.
Feedback from function's personnel and contractors on quality of service provided

Unit Support
Support needs of the respective Unit/Function by taking up assigned tasks and overall assistance
Foster and maintain collaborative and professional relationships with other Units to improve efficiencies and facilitate the achievement of service excellence.
Timely preparation of Unit/Function support
Meet company polices and requirements
Operational Support
Compilation of TAC Documents for UPD and TAC
Support Compilation of Budget
Production Data entry and compilation
Handling Catering contractual issues with guidance from Engineer
Support Marine Services
Support handling all procurements activities
Support in HSE activities, trainings, etc.
Coordinate transportation requirements
Timely preparation of Unit/Function support
Meet company polices and requirements
Draft and prepare statements and progress reports, translate documents in timely manner for the supervisor to review and finalise.
Assigned functions statements and reports are prepared timely and accurately and meet CLIENT policies and requirements.

Quality, Health, Safety, & Environment

Ensure compliance and awareness to all relevant quality, health, safety, and environmental management policies. Work in line with HSE policy to ensure employee safety, legislative compliance, delivery of high-quality products/service and a responsible environmental attitude.
Frequency of non-compliance with HSE standards, local legislation and CLIENT policies on HSE.
Frequency of Lost Time Incident's, safety incidents and near misses.
Adherence to industrial standard
Downtime due to non-conformance
Continuous Improvement
Contribute to the identification of opportunities for continuous improvement for the assigned function, processes and practices considering best practice, improvement of business processes, cost reduction and productivity improvement.
Number of initiatives recommended and accepted to achieve process efficiency

Regular contacts with Company personnel at various levels to co-ordinate and exchange information.
Occasional contacts with various people outside Company regarding official visits, messages, or appointments.

Education / Qualifications
Required: Completion of Secondary education (12 years)

Required: 2 years experience in administrative and documentation work
Preferred: 4 years experience in administrative and documentation work




Bachelor's Degree

Al Melehy is one of the leading oilfield services company in the UAE. The company has been operating in Abu Dhabi since 1982 in activities related to services, Onshore and Offshore Gas & Oil fields activities covering supply, maintenance, overhauling, onsite back up service and manpower supply for all Petrochemicals Technical Staff.

Al Melehy’s system of supplying manpower is based on a classified computer data program being updated every 45 days for availability, and including a considerable number of specialized candidates from over 10 nationalities.

Al Melehy’s advanced concept of organization enables the company to quote and supply manpower
matching specific requirements and at very competitive rates.

Al Melehy also represents leading suppliers of industrial valves, air filters, electrical equipment, medical equipment and supplies, and refurbishment of Gas Turbine. Al Melehy Trading is partner with Henkel Industry of Germany and we are the owners of Henkel Polybit factory of Umm Al Qaiwain in the UAE. We are the sole agents in the UAE for Messers. Elbar-Sulzer, The Netherlands for turbine refurbishments and Messers. Donaldson, Belgium for Air Filters.

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