Head of Administration Affairs Section

2 weeks ago

Dubai, United Arab Emirates Dubai Civil Aviation Authority 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 long-range 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.

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 cost-effectively. Oversee and manage schedule of Preventive & Maintenance Sub-contractors (A/c contractors, Pest Control, Shutter maintenance & Fire Safety Maintenance).

8. Contract Management: Review contracts and agreements for the purchase of high-value 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 job-related duties as may be assigned by the Director Finance Affairs & Administration.

B. Managerial:
1. Strategy: Set, communicate and oversee implementation of the Section/Department/Sector’s strategy in line with the overall objectives, mission and vision of DCAA;
2. Budget: Set, consolidate, review, monitor and allocate the Section/department/tor's 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 Section's policies and procedures

**Qualifications**

Academic Qualifications:
Bachelor’s Degree / Master’s 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

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