Country United Arab Emirates City DUBAI Workplace location DUBAI-JEBEL ALI FREE ZONE(ARE) Employer company TOTALENERGIES LUBRICANTS BLENDING UAE COMPANY Domain Secretarial/Administrative Support Type of contract Regular position Experience Minimum 3 years Context & Environment

Internal :

Internal interaction – with all employees for any administrative matters and reports.

External :   

With visitors to the plant, including suppliers, service providers & customers

 

Activities TELBU Office Administration  

Handle all TELBU administration activities independently in an efficient and effective manner managing:

Facilities Management services related to admin block including general maintenance and cleaning  activities using permit to work system (where applicable).High level of (5S) process / upkeep of TELBU Admin building.Landscaping / Biodiversity activities at Plant in alignment with TE sustainability levers.Administration of all business visits to TELBU in complete regards ; JAFZA gate passes, meeting room, coordination with hosts, refreshments, PPEs etcUpkeep of recreational facilities at the plant and additions in coordination with team members and managementTake lead role in canteen committee for commencement of regular meeting with food committee members to improve and sustain good catering facility for all TELBU staff.General office management such as: office supplies, printed materials, access cards, relevant keys, office maintenance, and sanitary facilities.To coordinate with TELBU team members to publish content which include various TELBU achievements and milestones on various platforms. (e.g.Viva engage, WAT).Access control system of employees and visitors inside the Plant. Attending of  calls, faxes & email, receiving and forwarding the correspondence from external parties to the concerned personnel of the plantSingle point of contract for all incoming and outgoing couriers and maintain records for all packages received/dispatched in TELBU.Updating contact details of all TELBU staff.Preparation of Purchase requisition in EProc for Admin related purchasesTavel itineraries TELBU management for their business trips, including air tickets, hotel bookings etc.Ensuring new visitors/contractor go through the safety induction before entering the plant.Monitoring and Maintaining inventories and availability of all PPEs required by visitors, Coordinating with HSE team and ensure the visitor PPE change room is fully replenished all the time.Ensure latest updates and information from different information channel are displayed on digital screen displayed at different plant locations.Receiving & forwarding the correspondence from the external parties/TMME to the concerned personnel of the plant.Responsible for inventory and on-time availability of office stationeries and pantry supplies.Booking of the conference rooms for meetings & ensuring room is available for meetings with proper layout and refreshments.Maintain files for Base oil imports as handed over by the Production team.Handling of documentation & berth bookings with Port Authorities for base oil shipments in absence of Production executiveHandling the role specified in the Emergency Evacuation Plan.Management of TELBU MD's meetings calendar and assistance in scheduling meetings. Timely manage the documents with required MDs signature.In terms of business continuity during absence of Senior HR Coordinator, coordinate with HR & Communication team on: 

visitors coming to the Plant for legal approvals.

Maintain effective and timely communication within and outside TELBU employees using different communication channels.Events Planning:Organize and coordinate office events and meetings such as Townhalls, Mancom outside meetings, and other team events.Manage event logistics, including venue booking, catering, and travel arrangements.Prepare event materials and ensure smooth execution of events.For annual staff celebration, service awards and similar employee engagement events related with HR where TELBU employees are concerned, to be done in coordination with the HR & Communication Team.Organize and coordinate for employee engagement programs, communication and arrangement of Talking Thursday’s: Listen. Sip .Connect !!, Sports day and similarly.           3. Expense Administration:Process invoices, receipts, and payments and maintain records Assist in budget preparation and expense tracking.Ensure due diligence is completed for all vendors related to general administration.Together with cost and reporting manager, analysis of  the monthly expense related to admin opex cost and ensure to keep expenditures to remain  within the approved budget.

ACCOUNTABILITIES

Operational

Reception and proper guidance to all visitors and request them to follow the plant HSSEQ requirementsConsistent and timely follow up on the reports and document submissionsTimely availability and inventory of Office stationery and Canteen suppliesConstantly attending to switchboard duties

HSSEQ objectives & Assignments

HSSEQ procedures compliance during normal & emergency situations (Emergency Response & Crisis management).Reporting of near misses, incidents, hazards & injuries to line Manager within the time frame as required by Quality, HSSE, Energy policies and Manuals.Ensure adherence to compliance processes and guidelines specific to position’s roles and responsibilitiesStrict adherence and compliance towards Group HSE Charter & MAESTRO requirement and affiliate’s HSSEQ Policy, Procedures & specific rules & regulations applicable to the area of activity at all timeDemonstrates exemplary conduct, rigor, vigilance and professionalism regarding HSE in all their activitiesParticipate in the training program to acquire HSSEQ knowledge and impart this training to colleagues as and when required by Management.Participate in the investigation and analysis of incidents as and when required.Strict adherence to HSSEQ requirements with full authority to stop any operation for safety reasons.

Compliance Objectives

Ensure full adherence to the company’s compliance program, its policies and procedures including economic sanctions and export control in all professional activities.Promptly notify the compliance officer/economic sanctions referent of any instances of noncompliance or violations of economic sanctions or export control that comes to my attention.

Candidate Profile

Knowledge: 

Knowledge of MS office applications Knowledge of office management systems and procedures.

Skills: 

High business ethicsExcellent time management skills and ability to multitask and prioritize workStrong organizational and planning skillsProficient in MS OfficeProject management skillsProactive and self-motivatedProficiency in English with excellent communication skills; Arabic language an added advantage

Experience:

Minimum 3-5 years of experience in a Multinational company/manufacturing environment as an Office Administrator, Office assistant or similar role.Experience in interacting with office staff, plant staff, visitors and customers

Education:

Minimum Bachelor’s degree in Management or similar discipline  Additional Information

NP Level: The Position is being published at NP9 (To be further evaluated)

TotalEnergies values diversity, promotes individual growth and offers equal opportunity careers.