AF23370 - Personal Assistant to GM & MD | IKEA | Dubai

Department: IKEA
Country: United Arab Emirates
Location: Dubai | UAE
Closing Date: 18-May-2016
Al-Futtaim

Established in the 1930s as a trading business, Al-Futtaim is one of the most progressive regional business houses headquartered in Dubai, United Arab Emirates.

Al-Futtaim employs in excess of 44,000 people, operates through more than 200 companies and represents more than 225 international brands across industries as diverse as retail and wholesale trading, distribution, real estate development, leisure and hospitality, insurance and financial services. The group has significantly expanded its business operations in recent years through a strategic acquisition plan and has entered a number of new territories, increasing its footprint beyond the GCC and Greater Middle East to encompass Africa, South East and North Asia, Australasia, East Africa and Europe.

Entrepreneurship and rigorous customer focus has enabled Al-Futtaim to grow its business by responding to the changing needs of the customers and societies in which it operates. Al-Futtaim is committed to offering customers an unrivalled choice of the world’s best brands with exceptional standards of customer service and after sales support.

Structured into four operational divisions; automotive, financial services, real estate and retail, Al-Futtaim maintains a decentralised approach, giving individual businesses flexibility and versatility to maintain a competitive stance. This benefits employees, providing a clearly defined work culture where individuals are empowered with authority and responsibility for their work.

The success of Al-Futtaim is attributed to proactively managing change whilst upholding the values of integrity, service and social responsibility. The majority of businesses, built on a portfolio of world leading brands, dominate their sector.

Retail

The foundation of Al-Futtaim’s retail network was established in the early 1990s with the launch of the internationally renowned and popular IKEA, Marks & Spencer, Toys R Us and ACE franchises in the UAE.

Representing some of the world’s most popular international brands, Al-Futtaim’s retail network extends throughout the UAE, GCC and North Africa and has a significant presence in Singapore and Malaysia following the acquisition of The Robinson Group in 2008.

In 2012, Al-Futtaim acquired a shareholding in Royal Sporting House, which is active in distribution, direct retail stores and shop-in-shops. The Singapore-based fashion, sports and lifestyle retail giant has 600 stores and many additional points of sale are spread around the world with over 399 in South East Asia, over 74 in the Middle East and over 126 in the South Pacific region.

  • 837 stores in 18 countries
  • Occupies 5.6 million sq. ft. of retail space
  • 13,000 employees
  • Serves 30 million customers each year

IKEA

IKEA is the world's largest home furnishings store, founded in Sweden over 60 years ago. Our operations around the world are constantly increasing with new stores and markets added to the success story.

At IKEA not only our furniture is down to earth, straightforward and inspiring, but so is our work ethics. Despite being the leading home furnishing retail franchisee across the world, we at IKEA still give you the room to grow! At IKEA "creating a better everyday life for the many" isn't only our vision, it's our way of life!

Job Purpose::

You will be effectively responsible to support the Service Office functionality for a smooth daily operation. Reflecting the support the IKEA business strategy across all territories that fall under the Al-Futtaim Group

About the Job:

ADMIN

  • Provide administration support to the Service Office and Senior Leadership Team  
  • Manage a mix electronic and paper diaries to support the smooth operation of the business
  • Prepare bespoke letters as and when required
  • Ensure all Service Office paperwork is managed effectively, including meeting next steps and following up on actionable next steps
  • Answer the phone and provide answers to general information requests – directing more complex issues
  • Manage stationary requirements and orders providing the service office with the tools to do their job
  • Attending to printing and publication requests
  • Follow up of maintenance of Fax, Photocopying & Vending machines

 

TRAVEL MANAGEMENT

  • Producing standard letters to employees in relation to  travel requirement, as requested by HR and Managers
  • Work with Al futttaim and requirements of the Service office to support travel arrangement as and when required
  • Arranging hotels and travel for members of the Service Office  team
  • Manage the Office SALIK requirements in line with the Al Futtaim process

 

COST CENTRE MANAGEMENT

  • Support Finance with issuance of purchase orders for all invoices for department & keep budget folder up to date
  • Ensure these are authorised by relevant Director and send these to Payroll for processing

 

PROJECTS

  • Book venues for meeting, conferences and events as requested
  • Receive and welcome VIP visitors and 3rd parties ensuring dealt with professionally and courtesy
  • Provide support for ad-hoc working groups including Staff Activities

 

PA TO GENERAL MANAGER

  • Manage and prioritise GM diary to support business efficiency
  • Provide personal support for day to day activities
  • Manage and facilitate communication to all members of the Service Office for announcements
  • Uses own initiative to support the GM to resolve issues

 

Business Support / Contingency

  • Establish a professional relationship between IKEA Service Office and other areas of the Al Futtaim Business, including the retail office & stores.
  • Building relationships to ensure clear understanding of process and knowledge transfer – being seen as the ‘goto’ person for sorting issues
Experience:
  • Arabic Speaker
  • Advanced skills in Microsoft office (Word, Excel, PowerPoint)
  • Excellent communication skills, well presented and self-confident
  • Regional experience beneficial / understanding of Middle Eastern culture
  • Diplomatic and discreet as handling extremely sensitive information
  • Highly adaptable and able to embrace ambiguity
  • Presentable and professional in appearance
  • Experience in working with different cultures
  • Ability to work outside normal working hours as and when required
  • Bachelor degree advantageous but not essential
Competencies:

The candidate should be able to demonstrate competencies in terms of integrity, discretion, diplomacy, champion of diversity, time management and organizational skills, plus communication and writing skills.

Note: you will be required to attach the following: 1. Resume/CV
2. Passport-size photograph
 
Al-Futtaim offers highly engaging and supportive work environments in a culture that values, recognises and rewards quality performance.