Grade: Band 12 Location: Dubai Reporting to: Vice Consul Band 15 Contract: 12 months fixed term renewable Refernce number: CON/DB/013/4/2013
The Role The British Embassy in Dubai has a vacancy for a Consular Assistant. We are looking for a full time person to provide consular assistance to British Nationals by email, telephone and in person and to provide office support for the Consular Team.
Duties and Responsibilities:
• Deal with written and telephone enquiries • Process applications for Emergency Travel Documents • Filing of consular documentation • Assist with online appointment system including checking documentation • Support on arrangements for marriages and citizenship ceremonies • Management of Consular Stores, office machinery and stationery supplies • Procurement of goods and services • Maintain contacts lists • Keeping colleagues abroad updated on relevant local information • Occasional event management • Act up as back up for colleagues in their absence including dealing with straightforward assistance cases • Role on out of hours cold call list • To play an effective role as part of Consular response to an emergency or crisis as directed by Consul. • Carrying out any other reasonable ad hoc duties to support the consular function • Take part in the Embassy emergency planning and any response to a crisis affecting UK citizens.
• Delivering Results • Customer Focus • Problem Solving • Communication Skills
Our client, a well known FMCG company is currently recruiting for a Personal Assistant. You will be reporting directly to the General Manager.
Job Purpose Statement: Perform all duties of secretarial and administrative nature. Responsible for providing all types of secretarial and administration support for GMs, assist in handling appointments, phone calls and other duties as assigned by GM.
Responsibilities as a Personal Assistant: • Organizing, Coordinating and maintaining all meeting dates and attendance together with any visitors; sending meeting invitations to attendees on behalf of GMs. • Organizing and maintaining diaries and making appointments. • Preparing and distributing required documents for the meeting • Dealing with incoming email, faxes and post, often corresponding on behalf of the GMs. • Examining, evaluating, and translating as required and prioritizing correspondence and papers for the GMs attention. • Taking dictation and minutes of meetings. • Arranging travel request, travel bookings and accommodation for all the employees. • Liaising with members of senior management team. • Meeting and greeting visitors at all levels of seniority and arranging suitable hospitality • To perform related duties and special projects as assigned by GM. • Proof -read all types documents before submission to GM. • Prepare presentation and charts for conference, meetings. • Take comprehensive messages when GMs are absent or in meeting. • Arrange appointments for GM with business partners/ clients and staff. • Compile, check and make claim of all expenses for GMs when requested. • Do translation when requested.
Responsibilities as an Office Administrator: • Ordering office furniture/ external purchasing for internal uses • Organizing office maintenance and repair work • Supervising the relocation service & shipping for expatriate where required • Negotiation with services providers (air ticket, hotel, post office, mobile phone….) • Office management including: screening telephone calls, enquiries and requests, and handling them when appropriate, ordering stationary and handling mail distribution in the absence of receptionist. • Organizing department party when requested. • Liaising with distributors, suppliers and other staff. • Maintaining data management system and maintaining a filing system, etc. • Manage and monitor the work of the cleaning company. • Coordinate the repair and maintenance of office equipment. • Monitor the office and pantry supplies.