Head of Administration affairs Section - Dubai, United Arab Emirates - Talent Pal

Description

RolePurpose:

To develop lead and oversee thestrategic implementation of the Administration Department in linewith general strategy of DCAA. Ensure efficiency of Administrationfunction including corporate services procurement supplier& vendor management contracts bidding process analysisvehicle maintenance and employee insurance and travel arrangementsin compliance with set policies and procedures local laws andregulations.

Key responsibilities/Duties:

A. Functional:

1.Admin Planning : Plan and implement short and longrange Admingoals; manage regular admin planning forecasts reporting includingfacilities coordination & maintenance insurance inventorymanagement document management and transportation and hotelreservations vehicles office facilities management among others incompliance to DCAA policies.

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

3. Entry Permits: Overseeand ensure the application and coordination with Dubai Airports forthe issuance of entry permits for new employees and the renewal ofpermits for existing staff and the issuance of entry permits forvehicles and permits for official visitors complies to set policiesand laws.

4. Employees Visas: Direct andsupervise the Public relation officers to arrange and renewal ofvisas for expatriate staff and cancellations at the end of theservice.

5. Business Travel: Ensure the Publicrelation officers arrange all necessary documents and coordinatewith immigration for visas for foreign delegations embassies andconsulates from foreign country and internal staff of the DCAAwhile traveling on official business abroad as well as officialdelegations visiting the DCAA.

6. MedicalInsurance: Ensure arrangement for the medical insurance coveragefor employees of the Authority and their families according totheir entitlement. Manage the corporate services team to liaisebetween the staff and health insurance care for the issuance ofnew/renewal cards to address personnel issues and announce relevantcirculars.

7. Asset Management &Facility Management: Manage assets to achieve the greatest returnand the process of monitoring and maintaining facilities systemswith the objective of providing the best possible service to usersby deploying maintaining upgrading and disposing of assetscosteffectively. Oversee and manage schedule of Preventive& Maintenance Subcontractors (A/c contractors Pest ControlShutter maintenance & Fire SafetyMaintenance).

8. Contract Management: Reviewcontracts and agreements for the purchase of highvalue materials bystarting in the bidding processes analysis negotiations contractdrafting and execution of contracts and contracts for the purchaseand maintenance contracts and agreements for the quality of serviceetc.

9. Space allocation: Ensure allocation ofspaces for employees and other requirements (Facilities storesoperations rooms offices etc) in coordination with Dubai Airportsand based on planes.

10. Other duties: Performother jobrelated duties as may be assigned by the Director FinanceAffairs &Administration.

B. Managerial:

1. Strategy: Set communicate and overseeimplementation of the Section/Department/Sectors strategy in linewith the overall objectives mission and vision ofDCAA;

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

3. People Management: Provide directionand manage subordinate staff in performing their delegated tasks;Provide professional development opportunities and perform periodicperformance appraisals for reporting staff (in coordination withthe HR) and recommend incremental increases and levels of financialrewards e.g. bonuses and annual pay rises for staff

4. Training & Development: Ensure thatall direct reports acquire the required skills and knowledgethrough appropriate training programs (in coordination with theHR)

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

Qualifications

Academic Qualifications:

Bachelors Degree /Masters Degree in Business Administration or equivalentdegree

ProfessionalExperience:

More than eight (8) years workingexperience in Administration Function

At leastfour (4) years in managerialrole