Purpose / Role

The Office Manager is responsible for the day to day running of the Dubai office and the main point of contact for compliance and legal requirements in relation to the EIC Dubai Office under the management of with the Regional Director of ME, Africa, Russia & CIS

Key aims and objectives

• To ensure the highest standards of professional interface, procedures and practices are adopted both internally & externally
• To ensure the effective and efficient management of the Dubai office and supporting EIC membership, events, tenants and virtual offices

Prime responsibilities and duties

Ensure that the Dubai office is run effectively and efficiently in line with the annual business plan for the region as follows:

• Maintain efficient operations and appearance of the EIC Dubai office, at all times.
• Welcome visitors to the EIC office in a warm, professional and friendly manner.
• Telephone answering and reception service during working hours for all stakeholders.
• Manage suppliers in general and grow the EIC supplier list.
• Maintenance of supplies and office equipment.
• The co-ordination of IT & telephone systems with the support of IT team in UK.
• Co-ordination with London Finance Team for processing of monthly payments and receipts through Sage system (online accounting platform) and online banking system.
• Co-ordination with London HR/Finance Team for the recording and reporting of any compliance, legal, and payroll related matters.
• Establish and maintain efficient office systems, including ownership of the CRM system, its operation and content.
• Invoicing and debt chasing where required.
• Sustain an up-to-date record of members who have established Middle East, Russia CIS and Africa
operations, and working in partnership with the Regional Director to make those contact with those offices.
• Maintain calendars for office events, meetings, and other company-wide activities.
• Provide regular updates to leadership on office-related activities and status.
• Coordinate with HR to assist in right to work/visa checks and new employees.
• Assisting with Audit in Dubai and other functions such as Finance audits.
• To support and assist with events and other activities as when needed.

Allied Occasional Duties

• Support EIC Overseas and National event teams during Trade Delegations, Exhibitions, EIC Connect and events in general in the ME, Africa, Russia & CIS region
• Some occasional travel outside working hours may be required from time to time
• To carry out other such duties as may be required from time to time within a timely manner

Key interfaces

Internal
• Finance & IT Departments
• Global & Regional events
• HR Department
• Membership & Marketing

External
• Suppliers in general, multipliers and regional service providers, industry trade associations
• EIC Members and Non-Members, Dubai office tenants and virtual offices
• Local operators, engineering firms, contractors, fabricators, and other key industry stakeholders

Core competencies

Required
• Good standard of education preferably A level standard
• Office management experience
• Articulate with excellent written (reports, finances, marketing materials etc.) communication skills and processing
• Exceptional networking and inter-personal skills at all levels of interaction
• Strong IT skills: fully competent on Microsoft Office, Excel, Power Point and Internet Explorer and the ability to quickly learn and utilise new software platforms
• Meticulous and thorough in planning and organising multiple tasks independently with focus and detail, and capable of problem solving
• A dynamic professional self-starter, proactive in taking initiatives to make the role their own while maintaining a One Team Approach; results orientated, meeting deadlines to achieve goals
• A numerate individual ideally with budget management knowledge and/or experience
• Flexible approach to working hours to meet event and operational requirements
Desirable
• Knowledge of the energy sector, including oil and gas, power, nuclear and renewables
• Good knowledge of ME, Africa, Russia, CIS and UK business practices, customs and culture
• Events management experience

Send an email to aishah.azmi@the-eic.com to apply.