Secretary

Mott MacDonald is a global engineering, management, and development consultancy committed to delivering impactful work that shapes the future.

We are a team of over 20,000 experts working across the world in more than 50 countries.
We are proud to be part of an ever-changing global industry, delivering transformative work that’s defining our future. It’s our people who power that performance. As an employee-owned business, we invest in creating a space for everyone to feel safe and valued and empowered with the right tools and support. 

Whether you want to pursue excellence in your specialism or broaden your experience with flexible roles across our business, you’ll be connected to a community of global experts championing you to be your best. Join us and shape your story with Mott MacDonald, where everyone has the opportunity to be brilliant.

About the Role: 

As Secretary you will support secretarial and administrative service to the project management team.

Key responsibilities and duties are listed, but not limited to, the below: 

• Create, collate and despatch documents (letters, spreadsheets, faxes, mailshots) as required
• Provide telephone support and handle incoming calls for the Project Manager as required
• Manage all incoming mail for the project, dealing with non-critical items and identifying priority concerns
• Manage diaries for the Project Manager, ideally electronically, ensuring other staff are informed of whereabouts as necessary
• Attend and take minutes/action points of weekly management meetings, and other meetings as required
• Book meeting rooms, arrange refreshments and other catering where appropriate for visitors, greet visitors and organise hotel and travel arrangements for project staff and visiting guests as necessary
• Maintain effective document storage and retrieval systems
• Extensive knowledge and experience in document control from the project initiation to close out phases, utilizing computer-based systems (Primavera Contract Management/EDMS), within the framework of an integrated project services function for the effective management of a wide range of concurrent projects.

Candidate Specification:

• Diploma and/or specialized training from an accredited University to the approval of the Engineer;
• Shall have matriculation and should be fully computer literate and conversant with Microsoft Office applications. Must be able to maintain filing and document control systems.
• Experience in document control and tracking using EDMS {Electronic Documents Management Systems) preferably Primavera Contract Management.
• Must be fluent in English both written and spoken with good capability in oral and written communication skills.
• Fluent in Arabic both written and spoken with good capability in oral and written communication skills is highly preferred.
• Ability to effectively communicate at all levels including external stakeholders
• Meticulous and good record of information.
• Computer skills are mandatory
• Experience working in the Gulf region is required.

Your benefits and rewards

Our benefits vary by country and are subject to eligibility and local policy:

• Rewards and bonuses: we are owned by our people (no external investors) and through our employee ownership model success is shared through annual bonus opportunities and longer-term participation as your career grows (subject to local plan, eligibility and business performance)
• Medical insurance and life insurance as per local plan (standard and enhanced coverage may vary by country and policy).
• Annual leave in line with local policy (competitive within the market).
• Maternity leave above and beyond local provisions and paternity leave provisions where applicable
• Professional membership/ institution subscription support
• Learning and career development through project variety, technical networks and structured development opportunities.
• An inclusive culture: we’re committed to equality, diversity and inclusion, and creating a workplace where everyone feels valued and supported.