Administrative Support

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.

Scope:

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

Coordination:

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

              Radios

              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)