Administrative Support – Transguard Group , Dubai, UAE

Job Description
Transguard Group was established in 2001 and has diversified significantly, now leading in the fields of Cash Services, Security Services, Manpower Services, and Facilities Management. Transguard is the UAE’s most trusted business support and outsourcing provider and has a large, dynamic, and culturally diverse workforce numbering in excess of 61,000 people.
Handle routine administrative jobs to allow the JIFF core teams to concentrate on their fundamental responsibilities

Primary Accountabilities:
Purchase Activities:
Registering vendors identified by JIFF functional teams.
Maintain an active List of Contractors, Suppliers, and their contact details
Obtaining item codes from the operating company for purchasing items/services.
Liaising with vendors for necessary documentation as advised by JIFF functional teams including formal quotations
Follow up with operating company purchase department for placement of PO.
Follow up with vendor for timely supply of material / service supply
Accept goods from suppliers in conjunction with concerned department.
Coordinate with vendor for invoicing.
Coordinate with the operating company for vendor payment.
Spot Purchases
Groceries for JIFF, ITP common areas and the satellite offices.
PPE for staff
Cleaning material, etc.
Office Stationery
Gardening and Tri-cycle Consumables
Contracted service providers:
Housekeeping at JIFF
Security Contractor for JIFF, ITP, and satellite offices
Gardening contractor at JIFF
DEWA for electricity and water bills
Etisalat for telecommunication bills
Dubai Airports for
Rental invoices
Services for ITP and satellite offices
Coordinating with operating company finance department for payments (vendors, DEWA, Etisalat, Dubai Airports, Petty Cash, etc.)
Coordinating with participating companies for timely renewal of passes and ADPs for JIFF deployed employees.
Coordination with external training providers to facilitate the planned trainings.
Coordinated with various AMC vendors for quarterly performance review meetings in conjunction with the functional department at JIFF.
Vehicle-related activities (RTA, passes, tracking, etc.):
Obtain annual RTA registration of all JIFF vehicles
Airport Passes for contractors and vehicles needed for hydrant works.
Renewal of airport passes for JIFF vehicles
Changing of Salik Tags whenever required
Sharing weekly reports from VMS (Vehicle Monitoring System) with JIFF Manager to correct staff driving behavior if required.
Administrative Support:
Handling Petty Cash for the location
Administrative support to OMC/OCTC/staff meetings/Safety meetings/gatherings/functions, etc.
Attendance Management system monitoring, reports, analysis, etc.
Information to HR/administrative departments of participating companies for leave administration, overtime, etc. for their staff.
Maintaining various records for administrative documentation, training, accounting, project documentation, etc.
Maintaining inventory for the store.
Maintaining stationery & pantry items

Special characteristics of Post Holder:
Experience in office administration
Sound administrative/secretarial skills
Familiarization with Admin, HR, and HSSE basic rules
Able to multitask and manage conflicting priorities with a positive attitude
Excellent interpersonal skills face to face, email, and, on the phone
Communicate and establish positive relationships at all levels
Excellent English language skills
Excellent computer skills including confidence in the use of MS Office (Outlook, advanced Excel, Word, specifically)

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