Executive Summary
Join an amazing group of people at OliOli and help their mission to deliver exciting, joyful, differentiated, world-class, and incredibly fun experiences to children that nurture their innate sense of curiosity and exploration.
OliOli (means joy in the Hawaiian language) is a multiple award-winning contemporary childrens museum that opened to rave reviews in 2017. Founded by a group of parents who are passionate about open-ended non-judgmental play, OliOli® entails 8 interactive galleries comprising over 45 hands-on exhibits.
The awesome team at OliOli comes from over 10 countries including United States, Scotland, Switzerland, Colombia, India, Philippines, South Africa, Saudi Arabia, Pakistan, Latvia, and Jordan. Find out more information about OliOli @ www.olioli.ae or www.instagram.com/olioliuae.
Position Overview
The Administration Executive will independently manage and execute administrative functions across HR administration, procurement, café and inventory, corporate affairs, and office operations. This role demands a proactive professional with at least two years of relevant experience who can take ownership of processes, ensure compliance, and deliver timely and efficient administrative outcomes.
Principal Accountabilities:
HR Administration:
Process paperwork related to benefits, onboarding, offboarding, and other employee transactions.
Ensure employee records compliance: maintain and update employee records, liaise with external PRO office to ensure all documentation meets regulatory standards.
Coordinate with the insurance provider to manage member additions, deletions, and other insurance-related matters.
Manage HRMS and payroll support: oversee timesheet management, attendance tracking, and ensure accuracy in HRMS and payroll processing.
Procurement Support:
Manage procurement of a wide variety of high-quality and cost-efficient products, materials, and services in coordination with the Facilities Manager.
Oversee vendor relations: review vendor contracts, maintain strong relationships with vendors/suppliers, negotiate prices, and ensure timely deliveries meeting quality standards.
Develop and execute purchasing plans for equipment, services, and supplies.
Maintain updated contact lists of vendors and suppliers, including qualifications, delivery times, and potential future partnerships.
Maintain detailed records of purchases, pricing, and other procurement data.
Inventory & Café Administration:
Maintain accurate inventory records, track stock levels, and place orders as necessary to ensure products and supplies are always available.
Order and manage office supplies, ensuring all necessary materials are readily available, efficiently organized, and stored appropriately.
Corporate Administration & Office Support:
Provide full administrative support to the Finance Supervisor, including comprehensive documentation management.
Manage petty cash, track expenses, and process invoices.
Oversee contract renewals, licenses, and certificate renewals for the company.
Coordinate meeting scheduling and internal communications.
Manage office IT environment and liaise with external IT service providers when required.
Coordinate and support internal and external events, programs, special projects, and initiatives across all departments to contribute to OliOli’s objectives.
Knowledge, Skills and Experience:
Self-starter and self-motivated, with a proactive approach who thrives working in a team-oriented and collaborative environment
Strong organizational skills with the ability to multitask, prioritize, and manage time efficiently
Excellent communication and interpersonal skills.
Lots of positive energy; respectful of diversity; patient and empathetic; friendly; courteous
High level of accuracy & attention to detail.
Ability to handle sensitive and confidential information with discretion.
Ability to work well with management and staff at all levels.
Qualifications :
Bachelors degree in business administration, Finance, HR, or a related field.
Proven experience in administrative support, ideally in a multi-functional role
Experience in procurement, inventory management or corporate affairs is a plus
Familiarity with Procurement systems and software
Familiarity with UAE MOHRE & Visa processes
Familiarity with Human Resources Information Systems (HRIS)
Tech-savvy with advanced experience with Microsoft 365 tools and features
Knowledge of HR systems, procurement platforms, or inventory management software would be an advantage
Reporting to: Finance Manager
It is observed that many people say that they are not happy with their work at their employment place. Actually such people are not fully satisfied with their job and this situation is termed as job satisfaction. Job satisfaction refers to the situation where worker love the job and feel happiness in working. There is only little number of people who say that they are happy with the job. The reason is that due to high competition every employer knows that he could hire the new worker if old worker deny to work. In such situation he gets ready to oppress the workers for unjustified work. This thing generates sense of uneasiness for workers.
The worker who feel pleasure in completing his task and also feel security in his job, It is considered that he is enjoys of job satisfaction immensely. Such workers mostly progress in their job rank with the passage of time.
Job satisfaction refers to the level of contentment, fulfillment, and positive feelings an individual experiences in their job or occupation. It reflects how well a person's expectations, needs, and aspirations are met within the context of their work. When someone is satisfied with their job, they tend to experience higher morale, motivation, and overall well-being, which can have positive effects on their performance, productivity, and commitment to their organization.
Key factors that contribute to job satisfaction include:
Work Environment: A supportive and respectful work environment that promotes collaboration, open communication, and a sense of belonging can contribute to higher job satisfaction.
Work-Life Balance: Achieving a balance between work and personal life is important for job satisfaction. Employees who can manage their work responsibilities while having time for their personal interests and family tend to be more satisfied.
Compensation and Benefits: Fair and competitive compensation, along with benefits such as healthcare, retirement plans, and bonuses, can enhance job satisfaction.
Career Development and Advancement: Opportunities for growth, skill development, and advancement within the organization can increase job satisfaction by providing a clear path for personal and professional progress.
Recognition and Appreciation: Feeling valued and appreciated for one's contributions can significantly impact job satisfaction. Regular feedback, recognition, and acknowledgment of achievements contribute to a positive work experience.
Job Role and Responsibilities: Matching an employee's skills and interests with their job role can lead to higher job satisfaction. Clear job expectations and responsibilities that align with an individual's strengths can enhance their sense of accomplishment.
Autonomy and Decision-Making: Having a degree of autonomy and the ability to make decisions can empower employees and contribute to their satisfaction.
Relationships with Colleagues and Supervisors: Positive relationships with colleagues and supervisors foster a sense of belonging and support, which can lead to increased job satisfaction.
Organizational Culture: A healthy and positive organizational culture that promotes shared values, ethics, and a sense of purpose can positively influence job satisfaction.
Job Security: A sense of job security and stability can contribute to reduced stress and higher job satisfaction.
Challenging and Meaningful Work: Engaging and meaningful tasks that align with an individual's skills and passions can lead to greater job satisfaction.
Workload and Stress Management: Reasonable workloads and effective stress management support job satisfaction by preventing burnout and promoting well-being.
Job satisfaction is a complex and multi-faceted concept that can vary from person to person. It is influenced by both objective factors (such as compensation and benefits) and subjective factors (such as personal values and attitudes). Organizations that prioritize creating a positive and supportive work environment are more likely to have employees who are satisfied with their jobs, leading to higher retention rates, improved performance, and a positive reputation.