Executive Secretary
Ernst & Young
Dubai, UAE
The Role
Provide exceptional and extensive executive level administrative support to Partners, Principals and Executive Directors (PPEDs) on a ratio of 1:3/1:4. This role holds strong knowledge and understanding of the firm’s processes, tools and specialized needs. Delivering services in a proactive, collaborative, and cost-effective manner, reflecting an active knowledge-sharing culture. Main Role and Responsibilities Diary Management ? Manage and coordinate the diaries of the PPED group ? Use judgement in scheduling of internal/external appointments and meetings (determine purpose, minimum time required, best time zones, etc.) ? Add, reschedule and cancel calendar entries as requested ? Assist in monitoring meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and effectively resolved
E-mail Management
? Manage e-mails/communications taking appropriate action, escalating or delegating accordingly ? Sort, save, review and send e-mails, referring to the relevant PPED when necessary ? Act as a knowledge resource in the use of Microsoft Office and firm sponsored applications ? Prepare list of action items and issues, referring to relevant team as appropriate
Telephone/Call Management
? Represent the Firm’s professional standards when answering telephone calls ? Relay accurate and detailed messages, transfer calls and/or action where appropriate ? Take ownership of enquiries, referring the client to the appropriate team member ? Arrange logistics for all conference calls; dial in details/codes, time zone differences, monitor meeting acceptance and follow up accordingly
Timesheets and Expenses
? Prepare expense claims using gT&E, seeking required approval for payment and adhering to Accounts Payable deadlines ? Prepare and submit timesheets using gT&E on a weekly basis/timely manner, ensuring that deadlines are met ? Monitor timesheets and expense claims compliance Travel Management ? Arrange and coordinate travel bookings in line with travel and expense policy; (bookings, visas, conveyance, etc.)
? Prepare travel itineraries, research and consider reasonable cost effective alternatives ? Track and record all travel costs as needed/requested Relationship Management and Client Service Support
? Maintain internal/external networks ? Compile, update and maintain client mailing lists using Client Relationship Management (CRM) tool ? Greet visitors, manage their itineraries and meeting logistics, where applicable ? Assist in managing and planning events, ensuring compliance with local policies and procedures
? Look up and track information on clients and/or markets using Interaction tool Customised Communications
? Proofread and check communications; including grammatical and spelling errors ? Assist in preparing and amending correspondence/documents using EY standard templates, firm branding and guidance e.g. letters, faxes, memos, etc. ? Assist in the administration of meetings including document collation, agenda and minutes preparation and circulation
E-mail Management
? Manage e-mails/communications taking appropriate action, escalating or delegating accordingly ? Sort, save, review and send e-mails, referring to the relevant PPED when necessary ? Act as a knowledge resource in the use of Microsoft Office and firm sponsored applications ? Prepare list of action items and issues, referring to relevant team as appropriate
Telephone/Call Management
? Represent the Firm’s professional standards when answering telephone calls ? Relay accurate and detailed messages, transfer calls and/or action where appropriate ? Take ownership of enquiries, referring the client to the appropriate team member ? Arrange logistics for all conference calls; dial in details/codes, time zone differences, monitor meeting acceptance and follow up accordingly
Timesheets and Expenses
? Prepare expense claims using gT&E, seeking required approval for payment and adhering to Accounts Payable deadlines ? Prepare and submit timesheets using gT&E on a weekly basis/timely manner, ensuring that deadlines are met ? Monitor timesheets and expense claims compliance Travel Management ? Arrange and coordinate travel bookings in line with travel and expense policy; (bookings, visas, conveyance, etc.)
? Prepare travel itineraries, research and consider reasonable cost effective alternatives ? Track and record all travel costs as needed/requested Relationship Management and Client Service Support
? Maintain internal/external networks ? Compile, update and maintain client mailing lists using Client Relationship Management (CRM) tool ? Greet visitors, manage their itineraries and meeting logistics, where applicable ? Assist in managing and planning events, ensuring compliance with local policies and procedures
? Look up and track information on clients and/or markets using Interaction tool Customised Communications
? Proofread and check communications; including grammatical and spelling errors ? Assist in preparing and amending correspondence/documents using EY standard templates, firm branding and guidance e.g. letters, faxes, memos, etc. ? Assist in the administration of meetings including document collation, agenda and minutes preparation and circulation
Requirements
? Develop and maintain hard/soft filing systems ? Familiar with the firm's policies and procedures, SL quality, risk and confidentiality guidelines ? Proactively support and update clients on work progress and administrative matters ? Provide ad hoc support to portfolio as requested and required ? Maintain and update Partner details and information on internal systems ? Provide cover during absences as appropriate ? Order business cards and stationery The job description is intended as a guide to reflect the principal purpose of the job/role. It is not an all-inclusive listing of the required responsibilities as these may vary slightly from one location to another. The position holder will perform other responsibilities and tasks as required to achieve the agreed performance outcomes.
About the Company
EY is a global leader in assurance, tax, transactions and advisory services. Our 167,000 people are united by our shared values, which inspire our people worldwide and guide them to do the right thing, and our commitment to quality, which is embedded in who we are and everything we do.
EY is committed to doing its part in building a better working world for our people, for our clients and for our communities.
HR Enablement Consultant
Ernst & Young
Doha, Qatar
The Role
This role is intended to break bulk (where needed) for the HR Enablement Leader, with primary responsibility for managing the overall relationship with HR services in line with the agreed governance process. Works closely with the HR services, Region Talent Team and the business to ensure consistency of user experience, client satisfaction, timeliness and responsiveness of service, quality of service, efficiency of delivery etc. Responsible for identifying any areas of improvement in overall operating model or as part of specific processes and working with the HR Continuous Improvement Analyst and the respective talent function to enable improvements. Key Responsibilities Operations Management Onboarding •Support Onboarding & Transitions Consultant with onboarding employees from Day 1 - 90 •Support new joiners in settling into a new country, navigating local customs, administration and pastoral care •Support new joiners with finding schools and a home where required •Run the Day 1 local induction including the coordination with local IT, Facilities Management and Finance •Deliver WTEY •Support execution of onboarding strategy; obtain business involvement in induction and ongoing onboarding for new joiners •Update the Talent Consultants on progress within the first 90 days and raise any concerns •Ensure all correct documentation is in place, hard copy files are created and all documentation is filed in hard and e-copy •Report back any areas of concern or risk to the onboarding team, recruitment team or SL Talent Consultant •Provide support on visas handling where required by onboarding and immigration Administration (in conjunction with the Talent Associate) •Ensure 100% accuracy of hard copy personnel files for all Employees based in location •Ensure 100% transfer of all hard copy files to the Employee’s e-file hosted within Share Point and GSS •Ensure all legally required documents are stored in hard copy and e-file format •Print, sign and distribution Employees letters and liaise with the legal entity signature to sign contracts •Represent EY during any ad hoc or organization labour inspections •Where local providers require local support, manage necessary medical claims and queries •WPS execution with immigration and finance to ensure legal compliance Exit •Attend sensitive Exit meetings where HR presence is required – requested by Exit Operations or ER •Execute all exit procedures that must be done locally •Understand and have knowledge of key talent processes •Support all operational activity that needs to be executed face to face and locally as appropriate (i.e. CFTs, LEAD, IWD, etc.) and not delivered by HR Operations, SL Consultants or shared services •Track any policy exemptions; escalate where necessary •Monitor operational services, provide feedback to HR Enablement and shared services as required to continuously improve service delivery •Provide support in implementation of any Reward initiatives or programs relating to flexible working, health, well being etc. •Locally support any engagement action plans being rolled at across the SLs and feedback on how they are being received to the respective SL Strategic Lead Talent Consultant •Where required by law, register the Employee Manual with necessary ministries •Be aware of changes to local employment law and communicate these to necessary parties including ER and HR Enablement •Provide advice to employees and counselors as appropriate (and when this is not delivered by shared services or Talent Consultants) •Facilitate face to face training, sessions and events that are Talent related and require local face to face support •Support Nationalization strategies where required in the GCC •Support the Senior Talent Consultant and Lead Talent Consultant in developing communications to the business on people initiatives, key talent insights etc. •Take ownership of certain talent initiatives (may be cross functional) to execute locally for the business in coordination with other talent functions, shared services as necessary
Requirements
Emergency Responder •Escalate any high risk employee relations issues and inquiries; support where necessary •Escalate any employee grievances, claims, disciplinary issues, union negotiation and consultation; support where necessary Stakeholder Management and Networks •Act as a point of contact between the business and Talent to ensure that Talent services are aligned with business needs •Maintain knowledge of HR practices and key trends Team management •Manage relationship with HR operations teams – share knowledge and enable business focus •Effectively work with Shared services along with HR Enablement team Capabilities / Skills •As per capability toolkit Experiences •Knowledge of HR policies, processes and talent management practices within professional services or other industry preferred Who we are At Ernst & Young we support you in achieving your unique potential both personally and professionally. We give you stretching and rewarding experiences that keep you motivated, working in an atmosphere of integrity and teaming with some of the world's most successful companies. And while we encourage you to take personal responsibility for your career, we support you in your professional development in every way we can. You enjoy the flexibility to devote time to what matters to you, in your business and personal lives. At Ernst & Young you can be who you are and express your point of view, energy and enthusiasm, wherever you are in the world. It's how you make a difference.
About the Company
EY is a global leader in assurance, tax, transactions and advisory services. Our 167,000 people are united by our shared values, which inspire our people worldwide and guide them to do the right thing, and our commitment to quality, which is embedded in who we are and everything we do.
EY is committed to doing its part in building a better working world for our people, for our clients and for our communities.
Senior Human Resources Officer
NSR Associates
DOHA, Qatar
The Role
Can you handle strong characters ? Are you able to manage ego's and get buy in from experienced construction professionals? If this doesn't phase you then please read on .... An international forward thinking Construction Organisation based in central Doha is looking to hire a talent HR officer to join the team . Working extremely closely with the current HR Director you will deal with various aspects of Human Resources ranging from Compensation , Benefits , Talent Management , Recruitment , Performance Reviews , Forecasting and so on. Working a 5 day week in the head office and generally working office hrs from 8am to 5.30pm . You will understand the importance of key and critical aspects for the business . At times international travel will be required for across the GCC , Europe and Asia . You will be joining a business that can offer career growth , solid and stable opportunities and a fast paced HR Environment . You will need to have the following career traits : Positive with a can do attitude Strong Communicator across all levels and nationalities Highly Organised & Computer Literate Good ability to multi task Clear understanding of the importance of Recruitment & Employment Offer Procedures and Protocol
Salary: QAR 27,000 to 33,000 per month inclusive of fixed allowances. Additional benefits: Flights, Medical & Annual Bonus
Requirements
The right candidate will have the following experience based in Qatar Degree Educated - Human Resources Currently based in Qatar with in excess of 5 Years experience for a International Business Understanding of the Construction Sector is an advantage but not essential Experience of managing recruitment drives Internal & External Understand the importance of recruitment management and close liaison with suppliers and recruiters
About the Company
At NSR we pride ourselves on market knowledge, integrity, loyalty and professionalism. Through personal relationships and knowledge of what our clients look for in specific requirements we like to pride ourselves on matching people to the right role.
The partners at NSR have always dealt with people in an open and honest manner and as a company we are driven to find the right opportunity for people enhancing their career where ever this may be worldwide.
We work on the principal that every person we deal with is a potential client, this process has proved beneficial for us as there are many people we have dealt with on the International circuit that have approached NSR Associates to recruit for them as a client after we have worked on their behalf as a candidate.