Temporary Administrative Assistant - Translator

Status
Closed
Posting Date
3 November 2015
Closing Date
17 November 2015
Location
International Center for Biosaline Agriculture, Dubai, UAE
Report To
Director of Partnerships and Knowledge Management
Vacancy Type
Consultancy
Job Number
(ICBAPKM-AA-2015-008)
Job Summary
Provide administrative assistance to the Director of Partnerships & Knowledge Management. 
Job Responsibilities
  • Assistant to the Director of Partnerships & Knowledge Management including:
    1. Making travel and accommodation arrangements;
    2. Place and receive calls as necessary or requested by Director, and Organize meetings and arrange audio conference calls;
    3. Keep the Director’s calendar, coordinating meetings, appointments, etc...;
    4. Support the Director in the logistics and arrangements for Board meetings;
    5. Take minutes at Division meetings and follow up on decisions taken;
    6. Prepare letters, invitations to Governmental sectors, head of organizations, mainly to participants to ICBA’s events with follow ups and responses to inquiries;
  • Assist PKM Division staff with administrative duties as requested including making travel arrangements.
  • Maintain an electronic record of all Division records, files, correspondence, etc.
  • Handle all procurement requirements for the PKM Division. This involves:
    1. Request for quotations;
    2. Preparation of comparative statements;
    3. Finalization of order and follow-up.
    4. Maintain a record of all incurred costs of the Division for PKM Director;
    5. Monitor PKM inventory of publications and training supplies to ensure supply is continuous.
  • Arrange for translation as requested by Director
  • Support PKM exhibitions, workshops and events including:
    1. Arrange group bookings at hotels for external participants in ICBA’s events and training seminars as well as travel arrangements for groups;
    2. Procuring required publications and items;
    3. Other support as needed. 
  • Support PKM communications:
    1. Draft simple news updates of visitors to ICBA in English and Arabic;
    2. Coordinate with Layout & Printing companies regarding ICBA publications, monitor quality and value;
    3. Arrange for translation as requested by Director;
    4. Review the translations of ICBA publications before it is sent for layout and print
  • Maintain and Update the Stakeholder Database.
  • Maintain and Update the Memorandum Of Understanding Database.
  • Other projects as assigned by director.
  • Fill in for Director General’s secretary, as necessary
Qualifications and Experience
Essential
  • Diploma in administration or journalism or related field
  • 3 to 5 years’ recent relevant experience
  • Excellent knowledge of general office procedures and secretarial practices
  • Excellent computer skills and aptitude
  • Ability to plan, organize, and carry out multiple assignments
  • Good working knowledge of English and Arabic
  • Ability to work independently with minimal supervision
 Desired
  • Bachelor Degree in Journalism or Business Administration.
  • Previous experience working in an international institution.
Applicants are kindly requested to send an updated cover letter and C.V combined in one PDF file along with two names as references to: Human ResourcesICBAP.O. Box 14660Dubai- UAEFax: +9714 3361149Email: hr@biosaline.org.ae