Senior Business Support Administrator

JOB PURPOSE As part of DP World s strategy of making global trade flow and providing end to end logistics solutions to BCOs DP World will be building up a variety of businesses in the next 3 years The software solutions for these businesses are developed by Group Technology which comprises of both the Regional Technology teams and the Global Capabilities Together along with contract and full-time staff this is a team of 4000 technology staff distributed across dozens of countries The various regions and capabilities within the Group Technology team have their own leaders with budgets contract staff and vendors From 2020 when Group Technology has no development centres and no senior leaders we now have 3 development centres in India and 12 senior leaders who operate various global technology functions It is necessary to have a team of Business Support Administrators supporting all these leaders in addition to managing all the other vendor invoice payment related activities expenses calendars events The Senior BSA would lead this team of Business Support Administrators and will also support the office of the Group CTO They would effectively support all the senior leaders through their team by dividing and delegating as needed They understand the various businesses and priorities within DP World and can effectively use their judgement in managing schedules The Senior BSA would help with preparing monthly reports budgets and program management for the CTO They are the front facing person for the office of the CTO and will coordinate and manage various technology related internal and external events KEY ACCOUNTABILITIES Front Line Support Front facing person for the office of CTO and for a 4000 technology team Provide administrative support to the CTO in coordination with other BSAs Manage a team of BSAs and effectively supporting senior leaders within Group Technology Manage multiple inboxes diaries and responding triaging requests as required ensuring smooth flow of meetings and follow up on meeting agenda and actions with team members Organising meetings conferences accommodation and travel arrangements including flights hotel bookings visas gate passes Be the POC for internal and external technology event organization Manage competing priorities and contribute to the wider team as required Be able to understand the business interface with other senior leaders apply effective judgment in providing administrative support Payments Booking Invoices Responsible for all AFEs PR PO Invoice and payment related activities across Group Technology Collect and process invoices bills direct debits and expenses claims RFPs BTR etc on behalf of the department and maintain a system of record management to enable the accurate preparation of monthly reconciliation and against budget summaries Ensure all expenses reports such as petty cash International expenses Claims entertainment expenses claim international and Local telephone bills Corporate Credit Card Department Credit Card submitted for approval and Finance process are supported with proper documentation Coordinate and assist with queries and requests received by the Department Prepare and clear CAPEX OPEX requests for payments petty cash and any other requisition requirements for Group Technology Information Management Manage and maintain the department s data management system s SOPs SLAs and relevant toolkits Manage and improve the Department s internal filing system s Liaise with other departments external parties bodies and service providers as necessary from time to time Implement and manage appropriate document retention practice establishing SOPs for storing arranging indexing and classifying records ensuring records are easily accessible when needed planning for destroying or archiving finished records implementing the retention and disposal schedules aligned to the policy and supporting the team with their record management requirements Maintain and update department address book and list of directors managers Review departmental documents prior to submission to ensure accuracy of data and compliance with company established formats procedures and policies and recommend revisions as required Compliance Oversee the department s compliance with the Company s procurement and finance policies including receiving quotations processing purchase orders charge backs and invoices including Pcards Liaise with Accounting and Finance Departments to audit the department s expenses and financial administration Follow up on staff leave applications to ensure up to date information Other Always act as an ambassador for DP World when working promoting and demonstrating positive behaviours in harmony with DP World s Principles values and culture ensuring the highest level of safety is applied in all activities understanding and following DP World s Code of Conduct and Ethics policies Ensure that department stationery facilities and equipment are in order by monitoring replacing and ordering stationery and order stock as required Liaise with internal support department regarding machine breakdowns and fixes Support with onboarding of new joiners Perform other related duties as assigned QUALIFICATIONS EXPERIENCE AND SKILLS Administration Office Professional Diploma or Certificate Bachelor s degree level required Proficiency in Microsoft Applications Word Excel Outlook PowerPoint Visio and usage of Internet Excellent verbal and written skills are required Fluency in English language is mandatory Arabic French or Spanish an advantage 15 years administrative experience in similar roles Of that 5 years of experience supporting CXO level function in a global Multinational Organization Work experience in international locations ability to deal with various cultures and geographies Previous experience in a legal regulatory or compliance department or organisation not required but preferred Skills Very strong administration and analytical skills Well-developed planning and organising skills and the ability to perform well under pressure Strong attention to detail accuracy and quality of work Self-starter with energy and drive who takes initiative and is proactive in approach Adaptable with the ability to manage multiple tasks and juggle priorities Strong interpersonal influencing and impact skills skills Business acumen and confidence in dealing with senior management Team player