Specialist - General Administration

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General Civil Aviation Authority in Dubai is seeking a Specialist - General Administration for full-time onsite work. The role covers planning day-to-day admin activities, space allocation and staff relocations, managing admin expenses and coordinating with Finance for reimbursements, plus controlling inbound and outbound correspondence. You will coordinate events, manage visa procedures with Public Relations Officers in Abu Dhabi and Dubai, and oversee drivers and GCAA vehicles including registration, renewals, insurance, maintenance and incident reporting. Travel bookings within the UAE, budgeting support, audits, and ensuring health, safety and environmental compliance are also part of the remit. To apply effectively, highlight proven budget control, process improvements, cross-functional collaboration, relevant government or large-organization experience, IMS familiarity, and readiness to work onsite in Dubai.

General Administration
•    Plan day-to-day activities to arrange, organise, and control various aspects of the general administration in order effectively meet GCAA needs. Allocate necessary offices and spaces whenever required, ultimately support the organisation staff with their relocations procedures. Look after the administration expenses and pity cash and coordinate with finance for the proper reimbursement as per GCAA policies and procedures. 
•     Undertake the proper procedures to control the GCAA incoming and out coming correspondences and communication such as the inbound/outbound telephone, faxes, general posts, emails…etc. 
•    Coordinate efforts in order to arrange for GCAA Events management following the proper protocols.
Visas 
•    Co-ordinate visa procedures at all stages to ensure timely issuance or cancellation; ensure effective and timely liaison with Public Relations  Officers (AUH and DXB) in compliance with HR and Finance policies and to meet business requirements
Vehicles
•    Co-ordinate administration and activities relating to drivers schedule as well as GCAA vehicles in terms of registration,  renewals, insurance, allocation, maintenance, accident reporting, traffic violations, transport requests, and vehicle allowances  
Events and Travel
•    Co-ordinate, proceed with reservation,  and monitor all travel and hotel bookings requirements (within UAE) effectively to include arrangements for joining employees, visitors and official missions 
Budgets and Plans
•    Contribute to prepare and recommend administration budget. Look after the administration’s financial performance versus the budget so that the manager is aware of anticipated costs/revenues, and areas of unsatisfactory performance are identified.
Audits 
•    Support the administration of activities by external entities on request. Prepare necessary documents and communicate whenever required.
Reporting
•    Ensure that all functional reports are prepared timely and accurately and meet GCAA requirements and quality standards.
Health, Safety and Environment within GCAA 
•    Ensure compliance with all relevant health, safety, quality and environmental management procedures and controls to guarantee employee safety, legislative compliance, delivery of high quality products/services and a responsible environmental attitude as per IMS available standards
Other Tasks/ Accountability 
•    Perform additional tasks relevant to the role / area of expertise as requested by the management to be able to achieve the objectives/commitments.