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  • Job reference: RMS0166049

Administration and Finance Executive

  • Sector: Commercial
  • Location: Abu Dhabi
  • Job type: Contract
  • Date posted: 16/03/2016
This vacancy has now been filled.

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The Company:
Our client is a leading International Operator with a strong presence of projects in the Middle East Region.

The Role:
• e-expenses claims
- receiving the claims from expats (through mail for core, through email for rotators)
- auditing the claims (checking receipts, currencies, etc…)
- approving the E-expenses report on E-expenses system.
- downloading the E-expenses file using the client tool.
- readying the file for processing. (amending period, journal source, readying the claims…)
- processing each claim individually (adjusting descriptions, reconciling with AMEX statements, adjusting currency balances…)
- uploading claims to Sunsystem.

• amex reconciliation
- printing claims per individual and matching the expenses with the AMEX statements.
- investigating any differences with assignees.
• claims payment
- payment of out of pocket claims through cash, HSBC, EPD.
- recording payments in Sunsystems
- monitor per diem payments to rotators

• Amex issues
- requesting new AMEX for new assignees.
- sending monthly statements to assignees with no access to AMEX website.
- closing out of AMEX cards.

• house leases (32 houses)
- coordinate with assignee and with Santafe during his house search.
- collecting property documents including, landlord documents, agency documents, tenancy contracts
- coordinating with PSCM for CDD checks
- approaching legal for tenancy contracts approvals
- preparing payment requests form for landlord, agency commission, DEWA, chilled water and obtaining approvals
- preparing tenancy contracts, addendums, DEWA and chilled water agreements for signature
- preparing lease payments.
- mailing cheques, tenancy contracts and other agreements to Santafe and following up with landlord signatures.
- updating assignee on progress.
- monitoring and processing renewals.
- approaching business head for renewal terms.
- cancelling leases according to termination clauses.
- collection of the various security deposits after lease cancellation.
- preparing all formal communications to landlord, DEWA and chilled water.
- preparing data for utilities allowances.
- coordinating with DEWA to resolve various issues.
- coordination with landlords, Santafe, assignee for maintenance issues.
- responding to all assignee and Santafe various inquiries

• cars
- monthly payment and recording of invoices. (Salik+leases)
- send details of payments to hertz for allocation.
- obtaining approvals from International Mobility.
- responsible for the procurements of cars to assignees.
- handling of car swaps between assignees.
- follow up on fine payments by assignees to hertz.
- assist in the procurement of car documents to assignees.
- handling of car returns to hertz, scheduling timing and location.
- handling of early termination penalty payments.
- main contact for all queries from hertz, assignees.

• etisalat
- monthly payments and recording of all invoices.
- send details of payments to etisalat for allocation.
- obtaining approvals for Regional Project Manager.
- handling the procurement of phones and sim cards to assignees.
- requesting sim replacements from etisalat, coordinating phone repairs
- procurement of invoices to individuals upon request.
- main contact for all etisalat, assignee queries.

• school invoices
- timely payments of all school invoices per term.
- recording of invoices in Sunsystems.
- obtaining approvals from IM for payments.
- sending payment advices with student ids to schools and parents.
- provide company letters to schools for re-registrations.
- tracking of term payments.
- main contact for all school and parent queries.

• intercompany billings:
- performing monthly intercompany billings to countries in the region.
- preparing back up for all invoice elements (copies of invoices, expense claims, etc…)
- main contact for all regional queries.

• miscellaneous
- providing GPO financial data to home countries for tax purposes.
- visiting other offices in UAE for support to GPO assignees.

Essential Skills / Qualifications:
1) Degree in Business or Finance

2) 5 - 10 years experience

3) Experience in Middle East is essential

4) Previous experience with Oil & Gas companies will be a big plus

5) Candidates available immediately will be preferred due to urgency of the role
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