Office Assistant

About the job

We are IMETA

ROPU IMETA is a Regional Operating Unit consisting of 6 mid-sized Operating Units: India, Turkey, Southern Africa (South Africa & Sub Sahara Africa) Northeast & West Africa, Near East & UAE, Saudi Arabia, Gulf & East Africa (SAGEA).

IMETA is home to more than 47 nationalities. We are a powerhouse of talent, and we work together to ensure that we grow, nurture, and retain our talent. Uniting and working together is the key to our success.

THE OPPORTUNITY

We are looking for an Office Assistant based in Dubai. The responsible will provide administrative support to the organization and will be the first point of contact for the company for employees and incoming visitors to ensure smooth and efficient operations and excellent customer satisfaction. Key responsibilities in this role include welcoming guests and employees visiting the office, coordinating reception activities including distributing correspondence and routing calls. This position will be reporting to the Regional Lead of REFM IMETA.

This position will be a temporary contract for 6 months - Shift (12pm to 8pm)

Tasks & Responsibilities:

• Manage information distribution by administering incoming and outgoing calls, mails and packages

• Oversee visitor management in accordance with local security procedures by recording visitors in the access system, issuing visitor badges and replacement badges for employees, if requested

• Provide administrative support including appointment scheduling and phone management

• Maintain, organize and file documents and manage issuance of keys to authorized persons

• Manage office supplies inventory and ensure sufficient quantity by ordering replacements

• Assist with various office projects and tasks and overseeing data entry into various systems

• Act as First Aid responder and Fire Marshall to support employee and company safety and fire procedures in case of emergencies

• Adhere to data privacy laws and ensure compliance with workplace health, safety and security regulations

• Maintain confidentiality of sensitive information along with professional standards and ethical guidelines

• Completion of any required training such as first aid or fire safety

Requirements:

• Bachelors degree or equivalent

• Minimum of 2 years of experience in an administrative role, such as receptionist or office assistant

• Previous experience in a customer-facing roles is a plus

• System knowledge and experience with Microsoft Office Suite and other relevant technology is a must

• First Aid and Fire Marshall certification is an advantage

• Proficiency in English, in its written and oral form is a must

• Proficiency in Arabic is an advantage

• Excellent organizational skills, strong attention to detail and the ability to work in a fast paced environment

• Strong communication skills with proven dependability to build and maintain relations

• Ability to collaborate effectively with colleagues

• Strong time management skills and capable of organizing, planning, and prioritizing workload

What happens Next? We are looking forward to receiving your application! We will then have a look at your CV. If we see a match, we will invite you for a screening interview.

SPL Screening: In order to comply with applicable export control laws, Boehringer Ingelheim periodically screens business relations (including job applicants) against sanctioned party lists (“SPL”). These checks may be performed by Boehringer Ingelheim or by any of its Affiliates. You acknowledge that Boehringer Ingelheim and/or its Affiliates will screen you against SPL and that for this purpose your personal data may be processed in relevant databases, including databases of third-party vendors that perform SPL screening for or on behalf of Boehringer Ingelheim or its Affiliates which may be located or accessible outside the EU. Boehringer Ingelheim is committed to ensuring an adequate level of protection of your personal data.

Our Company

Why Boehringer Ingelheim? With us, you can develop your own path in a company with a culture that knows our differences are our strengths - and break new ground in the drive to make millions of lives better.

Here, your development is our priority. Supporting you to build a career as part of a workplace that is independent, authentic and bold, while tackling challenging work in a respectful and friendly environment where everyone is valued and welcomed.

Alongside, you have access to programs and groups that ensure your health and wellbeing are looked after - as we make major investments to drive global accessibility to healthcare. By being part of a team that is constantly innovating, you'll be helping to transform lives for generations.

Want to learn more? Visithttps://www.boehringer-ingelheim.com