Head of GASD - Al Futtaim Group

Al Futtaim Group

UAE

Ref: HP698-10120

Job description / Role

Employment: Full Time

Head of GASD - Al Futtaim Group - UAE

Toyota, Honda, Marks & Spencers, Ikea, Toys R Us and Dubai Festival City are just some of the amazing stable of world renowned brands managed by the Al Futtaim Group of Companies. Established in the 1930s as a trading business, Al-Futtaim is one of the most progressive regional business houses in the Gulf region. Today, Al-Futtaim operates through more than 65 companies in sectors as diverse as commerce, industry and services, and employs in excess of 20,000 people across the UAE, Bahrain, Kuwait, Qatar, Oman, Egypt, Saudi Arabia, Sri Lanka, Syria, Pakistan, Singapore and Europe.

Job Purpose:
- Develop/support the implementation of Administration strategies, principles and processes in line with Group HR strategies. To support the Director of HR & Localisation, businesses, HRBPs, hr.connect, employees from an Administration compliance, business development, resourcing and change perspective.
- Participate as a member of the Group Administration & HR team in line with the emerging business needs.

Key Accountabilities:
- Group Administration / Centralised Procurement
- Corporate Registration
- Housing

General:
-To assist and support the Director of HR & Localisation and follow companies strategy at all times.
-Review dept. goals periodically to ensure your compliance with the companys Vision, Mission & Values.
-Implementation and development of Admin Policies in the division and ensuring that the policies are complied with at all times.
-Establish and maintain appropriate systems for measuring necessary aspects of Admin development
-Liaise with other functional/departmental managers so as to understand all necessary aspects and needs of Admin Development, and to ensure they are fully informed of Admin objectives, purposes and achievements
-Liaise effectively with the divisional line Managers and act as intermediary between functions as and when the need arises.
-Manage and control departmental expenditure within agreed budgets
-Motivation & Development of employees
-To be professional at all times ensuring that there are no complaints or service failures.
-Ensuring that you have complete knowledge of the computer and all systems and procedures.
-Be a team player and should share your knowledge and experience with new staff.
-Be proactive and positive at all times.
-Discuss and give clear direction to Dept. managers regard their year objectives and development plan and ensure they give their teams adequate training.

Administration:
-Monitor the operation of the Admin. department.
-Set yearly goals, provide guidelines, and give needed direction and professional advice in respect to the following:
-Company cars: Vehicle Procurement
-Centralized Procurement and Purchasing: Ariba, Potted Water, etc.
-Purchasing/Buying: Verify invoices, forward to Finance for payment; AF Private Ltd. only
-Hotel bookings: for joining and separation, plus local hotel bookings for training, etc. (for Group Companies)
-Flight Travel: for joining and separation only-on email and no forms
-Printed stationery: (business cards/letterheads) maintain proper inventory of printed stationery and other items AF Pvt. Ltd. only Office Stationery/Consumables. Liase with suppliers for market survey, price list and quotations
-Temporary Contract Labor Liaison and payment (MBM & Dulsco)
-CAPEX: maintenance of fixed assets, including repairs and replacements, and annual budget preparation and monitoring
-Disposal of company fixed assets, as per delegation of authorities
-LPOs
-Petty Cash
-Mail Room
-Messengers/Drivers coordination
-Emirates ID and ADHA
-Telephone System/Networks/Installation/Etisalat
-Office equipment and furniture
-Location: signage/maintenance/refurbishment/closing down (AF Pvt. Ltd. only)
-Festival Tower, Rigga Shared Services Space: existing, allocation, payment, charges
-Festival Tower, Rigga Shared Services: Reception/Receptionists, Waiters, Meeting Rooms, Pantry, Maintenance

Corporate Registration:
- Ensure that all Trade Licenses are triggered and renewed at least 2 months before expiry date.
- Ensure that Corporate registration Dept. have clear communication with line managers and divisions so that not adding any activates without counseling corporate registration department.
- Ensure that proper signatory are taken as per DOA prior to any amendments, additions and cancelation of Trade Licenses,
- Supervise the sections budget & Monthly Petty Cash through GASD accounts.
- Provide periodic reports on department progress to be presented to GASD seniors.
- Ensure that all files are updated for all divisions and corporate registration activates are fully centralized, this expected to be done by utilizing latest technology in communicating with HR Connect or others.
- Keep effective communication with all business units to ensure smooth of operations.
- Responsible for achieving the sections targets and minimizing governmental fees.
- Being in a service department implies that customer focus and satisfaction is to be your main goal, youre expected to listen to the employees problems and to give them required attention and support to resolve whatever conflict occurs. A disciplinary action to any of your staff requires prior approval from your line manager.
- Ensure that all employees are treated fairly with no differentiation based on nationality, race or religion.
- Ensure that company interest and benefit are on your top priorities in all actions taken.

Managing People:
- Must motivate, guide and support the team in terms of advice, product information, policies & procedures etc.

Decision Making:
- Analyze and compile information for decision making so that the Dept Objectives are met.

Planning:
- Actively participate in Strategic Planning to ensure that long-term business objectives are met.

Objective for the Department:
- Set departmental objectives and manage available resources to achieve the same so that overall business objectives are met.
- Reporting for Management Board:
- Provides feedback and information on previous month's activities to the Management Board so that they are informed of the developments, initiatives and actions on a monthly basis.

Training & Development:
- Active involvement in Training & Development Programs for the business unit.

Key Result Areas:
- Relationship Building
- Excellent communication and interpersonal skills.Competent to resolve customer complaints.
- Outgoing personality with the ability to deal with people of diverse nationalities at various levels
- The job holder must be well versed with procedures, policies
- Organisational development & skills
- Analytical ability
- Understanding of business environment
- Project management
- Employee Relations

Requirements

Minimum Qualifications and Knowledge:
University Degree

Minimum Experience:
Minimum 10 years experience in this field

Job-Specific Skills:
Customer focus orientated, preciseness, planning, organizing, management/leadership skills, interpersonal and communication skills, excellent communications skills, good planning and organizing, ability to make fair informative decisions.

Behavioural Competencies:
Analytical thinking, decision making, achievement and drive, cultural sensitivity, leader of people, ability to use initiative, ability to work well with others, confident and enthusiastic, hard working, good communicator and friendly, quick learner, leads others to achieve a purpose, team player.

Problem Solving & Decision Making:
- Decides upon all such matters for which he/she is authorized as per the Delegation of Authority.
- Follows and ensures compliance with Group HR & Administration policies and procedures
- Ensures that Standards are adhered to.
- The job holder must stay abreast with all activities and developments within the Company to be able to deal with business and employee queries quickly and efficiently.

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.

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