Services & Facilities Senior Specialist

Job Description

Services & Facilities Senior Specialist

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Job Objective

Carry out General Services activities of SAI(SAI) including but not limited to general services stores and asset inventory management; travel, hotel accommodation and logistics management; parking space and office management; coding assets and device properties management; hospitality and cleaning management; mails and documentation management; fixed assets and government property insurance management; utilities bills and payments management; contracts and subscriptions (Post Box - Newspapers and Newspapers) renewal; building lease contract management; and company car management in compliance with SAI policies and procedures to support the business requirements.

Key Responsibilities/Duties

Strategy and Planning

• Contribute to the development, implementation, and update of the section related policy, procedures manual, delegation of authority, systems user manuals and standard forms, and ensure alignment with SAI's overall policies and procedures.
• Contribute to the development, implementation, and update of the sections strategic, budget and procurement, and operational plans ensuring alignment with the department and sector strategy and objectives, and SAI's mission and vision.
• Assist in the development of the section Key Performance Indicators (KPIs) and ensure to meet individual KPIs to improve efficiency and effectiveness.
  
  

Operations (with sub-headings)

• Provide general administrative services such as overall security and safety arrangements, hotel accommodation and travel arrangements to ensure smooth day to day operations.
• Classify, record and distribute mails and correspondences received and ensure timely and accurate distribution to support business requirements.
• Act as an in-charge of General Service stores including ordering of required items to replenish minimum store quantity and yearly stocking inventory.
• Monitor and track SAI assets and insurance, and perform yearly verification.
• Monitor, maintain, track and update personnel information such as the passport number, visa expiry / renewal date, driving license, vehicle registration number and other personal staff details to ensure that records are available and updated for future references.
• Provide administrative support in processing relevant permits for contractors to commence work at the Authority work sites as required.
• Prepare reports on the status of documents processed and cleared to keep Senior Team Member informed about the progress of approvals received.
• Contribute to ongoing improvements on general administrative services activities and maintain an archive of all administration documentation including asset management, office equipment maintenance, contracts and license agreements, etc.
• Coordinate with relevant stakeholders on the visitors travel arrangements (e.g. flight ticket, hotel accommodation, transportation, etc.) to ensure necessary arrangements for smooth travel and maintain the reputation of the entity as a good host.
• Monitor and track SAI's transport fleet; arrange and follow up for periodical maintenance and insurance renewal to ensure the best standards of service and delivery are applied across the Authority.
• Maintain the General Services database and take corrective action in case of discrepancy to ensure accurate information is available.
• Process renewal of contracts and subscriptions such as, Post Box - Newspapers and Newspapers, and monitor expiry to avoid disruption of services.
• Follow up telecom, water and electricity bills and process payment to avoid disruption of services.
• Prepare tags and code assets and devise properties in coordination with relevant organizational units to ensure inventory of all SAI assets and devices.
• Supervise and monitor cleaning services of SAI's facilities and properties and ensure to maintain tidiness and cleanliness across SAI facilities.
• Supervise hospitality services (e.g. catering, etc.) in all SAI events and ensure smooth operations and high standard of service.
  
  

Talent Management and Development

• Ensure completion of required trainings and certification programs in order to keep current with job requirements and ensure continuous performance improvements.
• Obtain timely performance review assessments for midyear and annual performance review and ensure to meet the set KPIs.
• Keep current with updated information relevant to the role to ensure standard performance level is achieved.
• Contribute to knowledge dissemination/sharing to build internal capabilities of the team and maximize their effective performance.
• Contribute to the development of UAE National employees in line with the objectives of the Authority and its Emiratization strategy.
  
  

Corporate

• Ensure adherence and compliance with all SAI corporate policies, procedures and guidelines (HR, IT, Procurement, Finance, Health and Safety, etc.).
• Prepare section's related correspondence such as e-mails, memos, and letters to ensure professionalism, completeness and accuracy of information.
• Retain, document, preserve, and archive section's related physical and electronic records in accordance with relevant policies and procedures.
• Respond any section related queries and provide required support to relevant SAI's organizational units and employees as and when required.
• Utilize relevant technologies used within SAI in order to optimize work efficiency.
• Demonstrate compliance with SAI's values, Code of Business Conduct and ethics at all times to support the establishment of a value driven culture within the Authority.
• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.
• Contribute to the preparation and submission of timely and accurate statements and reports to meet department requirements, and quality standards.
• Co-operate in the implementation of the relevant health and safety legislation, policies and procedures, in the performance of duties.
  
  

General

• The level of performance should reflect the academic qualification, type of courses in the field of specialization, employee job level, and the level of productivity.
• The academic and professional certificates required and approved by SAI should be acquired within the period specified and based on the employee's Individual Development Plan.
• Perform the task and responsibilities independently unless an approval or directive was obtained to delegate the task to other employees in case of incapability to perform the tasks and responsibilities.
• Ensure teamwork, collaboration, and dedication in performing duties.
  
  

Requirements

Bachelor's Degree in Public Administration or Business Administration or equivalent discipline.

Professional Certifications; Administration management

Professional Experience; 4 - 6 years of relevant experience/Exposure to local government rules and procedures.

Language Proficiency; Proficiency in Arabic and English.

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