Head of Administration affairs Section

3 weeks ago

Dubai, United Arab Emirates Talent Pal Full time

Role Purpose:

To develop lead and oversee the strategic implementation of the Administration Department in line with general strategy of DCAA. Ensure efficiency of Administration function including corporate services procurement supplier & vendor management contracts bidding process analysis vehicle maintenance and employee insurance and travel arrangements in compliance with set policies and procedures local laws and regulations.

Key responsibilities/ Duties:

A. Functional:

1. Admin Planning : Plan and implement short and longrange Admin goals; manage regular admin planning forecasts reporting including facilities coordination & maintenance insurance inventory management document management and transportation and hotel reservations vehicles office facilities management among others in compliance to DCAA policies.

2. Procurement: Collaborate with Director Finance & Administration Affairs and purchasing officers for the management and control of purchasing duties including approvals of major purchases invitation for tenders and quotations legal process outsourcing (LPO) review of contracts & agreements monitoring and improvement of purchase procedures and review of standard quality policies and prices among others.

3. Entry Permits: Oversee and ensure the application and coordination with Dubai Airports for the issuance of entry permits for new employees and the renewal of permits for existing staff and the issuance of entry permits for vehicles and permits for official visitors complies to set policies and laws.

4. Employees Visas: Direct and supervise the Public relation officers to arrange and renewal of visas for expatriate staff and cancellations at the end of the service.

5. Business Travel: Ensure the Public relation officers arrange all necessary documents and coordinate with immigration for visas for foreign delegations embassies and consulates from foreign country and internal staff of the DCAA while traveling on official business abroad as well as official delegations visiting the DCAA.

6. Medical Insurance: Ensure arrangement for the medical insurance coverage for employees of the Authority and their families according to their entitlement. Manage the corporate services team to liaise between the staff and health insurance care for the issuance of new/renewal cards to address personnel issues and announce relevant circulars.

7. Asset Management & Facility Management: Manage assets to achieve the greatest return and the process of monitoring and maintaining facilities systems with the objective of providing the best possible service to users by deploying maintaining upgrading and disposing of assets costeffectively. Oversee and manage schedule of Preventive & Maintenance Subcontractors (A/c contractors Pest Control Shutter maintenance & Fire Safety Maintenance).

8. Contract Management: Review contracts and agreements for the purchase of highvalue materials by starting in the bidding processes analysis negotiations contract drafting and execution of contracts and contracts for the purchase and maintenance contracts and agreements for the quality of service etc.

9. Space allocation: Ensure allocation of spaces for employees and other requirements (Facilities stores operations rooms offices etc) in coordination with Dubai Airports and based on planes.

10. Other duties: Perform other jobrelated duties as may be assigned by the Director Finance Affairs & Administration.

B. Managerial:

1. Strategy: Set communicate and oversee implementation of the Section/Department/Sectors strategy in line with the overall objectives mission and vision of DCAA;

2. Budget: Set consolidate review monitor and allocate the Section/department/tors budget; and forward to the Director for further approval (in coordination with Accounting Section)

3. People Management: Provide direction and manage subordinate staff in performing their delegated tasks; Provide professional development opportunities and perform periodic performance appraisals for reporting staff (in coordination with the HR) and recommend incremental increases and levels of financial rewards e.g. bonuses and annual pay rises for staff

4. Training & Development: Ensure that all direct reports acquire the required skills and knowledge through appropriate training programs (in coordination with the HR)

5. Policies Procedures & Processes: Ensure that the performance of various assigned tasks and the conduct of staff within the Section are in accordance with the Sections policies and procedures


Qualifications


Academic Qualifications:

Bachelors Degree / Masters Degree in Business Administration or equivalent degree

Professional Experience:

More than eight (8) years working experience in Administration Function

At least four (4) years in managerial role

This job has been sourced from an external job board.
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