HR & Admin Officer

Job description / Role

Company Description

General presentation:

Providing water, energy and waste management solutions for 160 years, Veolia offers public authorities and industries with a range of water, energy and waste management services vital to human development and sustainable growth in 48 countries around the world. We continue to adapt and innovate in step with economic growth and human development by designing and implementing solutions that will have a positive impact on the environment and resources.

Our goal is to build a better 21st century, we therefore see ourselves as #resources.

Key figures:
- More than 1,300 employees in the Middle East (in addition to the 4,000 employees from Enova which reports directly to Veolia Africa Middle East zone, for Facility Management and energy Efficiency contracts in the ME)
- A strong local network with 12 offices across the region (UAE, Oman, Saudi Arabia, Bahrain, Kuwait, Qatar)
- 30 years of sustainable partnerships
- More than 6,000 references

In the Middle East, Veolia works with industries, governments and communities, retail and commercial businesses, to deliver innovative and sustainable solutions that are needed today, with the vision required for tomorrow.

Through public-private partnerships and innovative contractual schemes, Veolia is committed to achieving quantifiable results with sustainable, pragmatic environmental solutions.

Job Description

Position Summary:
To develop, implement, maintain, monitor and support any office administration activities related to the company. To assist with HR tasks and obligations and provide support to management in general as required. The HR & Administrative Officer is in charge of the production of contractual, corporate and regulatory reporting in coordination with the different departments within the company. The o?cer supports within her ?eld of competence the general management of the contract.

Key Responsibilities:

Administration
- Answer telephones and transfer to appropriate staff member
- Maintain office calendar to coordinate meetings and site visits
- Coordinate and follow-up with driver, office boy and PRO
- Create and modify documents such as reports, memos, letters, spreadsheet, database and / or other presentation
- Coordinate and manage all travel and accommodation arrangements
- Coordinate and manage all corporate catering & grocery requirements for staff and visitors
- Coordinate and manage all aspects related to photocopier and printer requirements and servicing.
- Ensure the tidiness and cleanliness of the photo copier’s room.
- Maintain cleanliness of all office equipment and furniture
- Supervise and coordinate all external service providers related to pest control and administration building cleaning services
- Perform any duties requested by management

Human Resources
- Coordinate and manage HR related tasks e.g. medical insurance, leave recording, overtime recording, on-call schedule
- Provide assistance in all aspects related to new recruitments, resignations and internship
- Provide assistance in all aspects related to staff training (records, logistic, certificates…)
- Provide assistance with the staff accommodation requirements, maintenance and dealing with the complaints of the staff
- Responsible for the filing and documentation of all personal documents in the employee files (electronic and hard format) of the respective employees

Organizing and Reporting

Reporting management / coordination:
- Collect accurate data, verify validity and correctness.
- Ensure the preparedness of the contractual, regulatory and corporate reporting by respecting deadlines and agreed reporting structures
- Produce and maintain the associated templates in coordination with the relevant organizations (client/owner and his representatives)
- Produce the reports in coordination with all departments.
- Adhere and ensure the use of agreed reporting protocol.

Documentation & records management/coordination:
- Editing and reviewing documents for final issue
- Maintain Documentation system
- Monitor the proper maintenance of all departments records
- Maintain document management database to track creation and revisions of documents
- Ensure the latest documents are made available to employees
- Train employees regarding documentation storage and records control
- Ensure proper access rights to employees in collaboration with all managers
- Ensure availability of updated external documents (license, supplier document)

Communication:
- Interact with suppliers, subcontractors and visitors

Teamwork and Collaboration:
- Maintain effective working relationships with all staff members and clients
- Work overtime when requested

Working attitude:
-Take initiative as required and always act in professional manner
- Represent the company to other with a courteous, helpful, accurate and business-like attitude in all telephone and personal contact
- Maintain an uncompromised level of confidentiality related to all information
- Adhere to all corporate policies and procedures

- Diploma level
- Minimum 7 years of relevant practical experience in similar office environment

Technical skills:
- Ability to adapt to the changes in the work environment.
- Skills in operating Office Equipment

Environment, Health and Safety (EHS)
- Identify hazards related to equipment and work environment and embrace continuous improvement

Communication
- Good command of written and spoken English
- Communicate accurately, timely, effectively and in an appropriate manner

Organizing and Reporting
- Excellent and effective planning and time management skills

IT Skills
- Efficiency in MS Office (Word, Excel & PowerPoint)

About the Company

Veolia is the world's largest environmental services company.

For over 160 years, Veolia has provided public and private sectors with Water, Energy and Waste Management solutions and services which are vital to human development and sustainable growth.

With over 200,000 employees on five continents, Veolia designs practical solutions for the management (operation, treatment, distribution and/or supply) of Water, Waste and Energy. Through these three complementary activities, Veolia helps to develop access to resources, to preserve available resources and to renew them.

Veolia Group achieved revenues of EUR 28.5billion in 2021. (In 2020) the Veolia Group served 95mn inhabitants with drinking water, 62mn with sanitation, produced nearly 43mn MWH of energy, and recycled 47mn tonnes of waste.

Veolia aims to become the benchmark company for ecological transformation. Our goal is to build a better 21st century. We therefore see ourselves as #resourcers.

VEOLIA IN THE NEAR & MIDDLE EAST

Veolia has operated in the Middle East for over 30 years, providing innovative and sustainable water & waste services to industries, governments & communities, retail and commercial businesses.

Veolia has more than 3,000 employees in the Near & Middle East and a strong regional network of ~12 offices in the UAE, Oman, Saudi Arabia, Qatar, Bahrain, Kuwait, Jordan, Lebanon, and Turkey.

Veolia currently has over 6,000 project references of work delivered in the region, and continues to develop new projects through public-private partnerships and innovative contractual schemes.