Office Support Manager

MSELECT is looking to hire an Office Support Manager for an international energy service client in Baghdad. Candidates must have a minimum of 2 years relative experience. English fluency is a must.

Overview

The Office Support Manager will be accountable for providing all administrative support in an organized and cohesive manner for the management team, including travel arrangements, maintaining petty cash, assisting visitors and organizing all events, programs and meetings. The role provides business and local administrative support to the management team, while supporting the General Manager and Station manager directly. The role is responsible for maintaining existing relationships with government departments, translating all official documents and maintaining rental agreements

Main Responsibilities:

• Support the General Manager with all business reviews and daily, weekly and monthly monitoring reports for all workstreams
• Support and assist with Arabic/English translation services and maintain letter filling reference
• Managing the Manager's calendar and keep track of all travel plans
• Raising service/purchase orders in the relevant system
• Coordinate with Travel Agent to generate report of any travel related data for internal and external team members
• Booking meeting facilities and lunch/food arrangements etc.
• Assisting the On-boarding and Off-boarding process in conjunction with HR team for all new management joiners
• Coordinating and ensure all IT equipment is functioning properly and report any faults to IT department (printers, phones, etc.)
• Supporting ad-hoc requests for the Senior Management Team, as required
• Maintaining and updating the Team's Telephone Listing & team whereabouts kept up to date
• Additional duties as requested by General Manager and Senior Management Team

Supplier invoices

• Have invoices signed off by requestor then raise payment request to finance
• File signed invoices and follow up on payment with finance
• Ensure all invoices are paid on time and without follow up from supplier

Credit cards

• Do a month end reconciliation of credit cards (statements available online)
• Maintain accurate records of credit card payments with receipts
• Ensure all credit card claims are signed off by General Manager and EVP MEAA

Travel

• Flights

1. Search for fares to find the most economical deal for travel in line with policy
2. Book travel online with Egencia
3. Keep accurate records of travel spend and share bookings with traveler

• Hotels

1. Maintain good relationships with sales managers of hotels
2. Negotiate best rates at hotels in the region where we are likely to visit
3. Work with colleagues in other locations to use their relationships at hotels

• Iraq

1. Book travel for management team (flight, hotel, car)
2. Travel log must be accurately maintained and sent to reginal finance weekly

Company

• ICAA

1. Ensure we are compliant and up to date with ICAA requirements;
2. Trade license
3. Lease agreements
4. General updates submitted to ICAA safety Department
5. Respond to all official letters
6. Third Party Liability Insurance

• Office

1. Manage the relationship with the owners ABG, IAW and ICAA
2. Make periodic requests to the owners (NOC’s, contract renewal etc.)
3. Pay and maintain receipts with cleaners and suppliers
4. Manage office petty cash, prepare statement at the end of each month
5. Ensure we are compliant with Iraqi H&S requirements

• Visas

1. Ensure visas of colleagues are up to date
2. Support & facilitate visas for colleagues travelling in the region
3. Managers
4. Maintain accurate records of holiday rotation and book all flights
5. Collate public holiday details for Iraq and share with team
6. Iraqi visa process to be managed and renewed

• Events

1. Plan and execute events throughout the year
2. Company board meeting
3. South African board meeting
4. Team incentive events

Safety, Security and Compliance

All employees have a responsibility and duty whilst at work to:

• Take reasonable care for the health and safety of themselves and of others who may be affected by their actions or omissions whilst at work
• Co-operate with their manager / supervisor in order to allow them to perform or comply with any legal requirements imposed on the company
• Not intentionally or recklessly interfere with or misuse anything provided by the company in the interests of health, safety or welfare reasons
• Inform their manager / supervisor of any work situation, equipment or activity that represents a serious or immediate danger to health and safety
• Report any hazards, near misses, incidents, accidents or dangerous occurrences to their manager / supervisor, who will then follow the procedures contained in this manual
• Carry out work in accordance with information and training provided and any specific workplace health and safety rules or procedures
• Fully understand the company health and safety policy
• Attend training courses as may be arranged by the Company
• Engage with MORSE and follow the code principles

Qualifications and Experience

• Intermediate computer skills, including MS Office
• 2-4 years of relative experience
• Strong communication skills in English and Arabic, both verbal and written
• High attention to detail
• Interpersonal skills and relationship building with both internal and external customers
• Requirement to be self-motivated
• Ability to analyze and derive information from complex data