Administrator

About Emirates Global Aluminium

Emirates Global Aluminium is the world’s biggest ‘premium aluminium’ producer and the largest industrial company in the United Arab Emirates outside the oil and gas industry.  EGA is an integrated aluminium producer, with operations on four continents from bauxite mining to the production of cast primary aluminium and recycling. EGA employs over 7,000 of these people including more than 1,200 UAE Nationals. EGA operates aluminium smelters in Jebel Ali and Al Taweelah in the United Arab Emirates, an alumina refinery in Al Taweelah, a bauxite mine and associated export facilities in the Republic of Guinea, a speciality foundry in high strength recycled aluminium in Germany, and a recycling plant in the United States.

JOB PURPOSE

To coordinate office activities and perform secretarial assignments for professional or management staff in support of the on-going operations of the office. Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence pertaining to the professional(s)'s and/or management staff's area of responsibility

Note: Secretary Level 2

This is the experienced level. The employee performs a full range of secretarial assignments and uses judgment in making decisions where alternatives are determined by established policies and procedures

NOTE: The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

KEY ACCOUNTABILITIES:

Correspondence and Documentation

• Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and forms.
• Proofreads and corrects prepared materials for correct grammar, format, completeness, and content.
• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports
• Assists in the preparation of budgets and financial reports; prepares and monitors timekeeping and other personnel records
• Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of agency's operations, supervisor's point of view, and the interpretation and application of policies and procedures.

Meetings

• Schedules and arranges meetings and conferences for professional(s) and/or management staff and notifies interested parties; makes travel reservations as needed.

• Takes minutes or recordings of meetings for distribution to meeting participants

   

Information Recording and Archiving

• Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor's control.
• Enters, retrieves, updates, verifies, and deletes information from electronic files

Office Supplies

• Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels to ensure that stocks meet demand

Safety, Quality & Environment

Complies with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment

Related Assignments

Performs other related duties or assignments as directed

Minimum Qualifications:

• Educational level typically acquired through completion of high school.

Minimum Experience:

• Three years of administrative support experience including one year equivalent to experienced administrative support work or equivalent to a Secretary Level 1

Skills: (At intermediate level)

• Knowledge of office practices, procedures, and computer software programs
• Knowledge of correct English usage and grammar
• Knowledge of the organisation and composition of letters, minutes, reports, charts, and spreadsheets.