Admin Officer - Operations

Job description / Role

Experienced, self-motivated and 'hands-on' Administrative Officer to help in administration tasks and for ensuring all administrative support fall under the purview of COO are carried out smoothly and in coordination with other departments / functions. Significant liaison with Heads of Department is required. Adherence to strict confidentiality is also an integral job requirement given the sensitive nature of the portfolio's involved.

KEY ACOUNTABILITIES

Key Activities
- Provide executive-level administrative support to the COO & SVPs within the Operations Division. Assist with the day to day and ongoing requirements of the airline from the COO and Operation office function. This includes trouble shooting on problems and finding solutions in a timely, cost-effective manner.
- Effectively handle COO's calendar;
- Preparing Updates for the Tuesday Operations Update Meeting and Risk Management Meeting
- Prepare powerpoint presentations for related on-site and off-site meetings and events;
- Assisting GCAA Inspectors with duty travel and hotel bookings/ ID card Issuance for GCAA personnel.
- Issuing jumpseat letters for GCAA personnel and CCO travelling on FZ flights;
- Duty travel arrangement / support for Operations staff;
- Maintain a professional and approachable image of the COO's office;
- Handle internal and external corporate communications effectively and professionally;
- Manage details of special events, seminars, conferences, travel arrangements, corporate agendas and itineraries;
- Establish precise document management system - propose best filing processes and implement them;
- Coordinate and develop effective documents approvals processes between various user departments and COO;
- Accurately maintain business cards database - scan and upload/update data into outlook and maintain and update accordingly
- Coordinate with Department Heads on their annual leave, movements and important meetings, update the leave tracker and assist COO in approvals of leaves for Direct Reports based on the tracker;
- Provide complete administrative assistance during company budget - prepare budget time lines, organize budget meetings with all HODs and reconcile and prepare YTD letters;
- Achieve objectives by sourcing and analyzing information and providing recommendations to strategic plans;
- Enhance department and organization standards by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
- Assist in organizing refreshments for COO (for internal and external meetings)
- Project Management - Independently and efficiently manage projects/issues, exercising ability to improvise, improve procedures, and meet demanding deadlines in coordination with relevant department heads and team members

Requirements

MINIMUM QUALIFICATIONS / EXPERIENCE/ KNOWLEDGE / SKILLS

Minimum Qualification
- High School Diploma or equivalent

Experience
- Minimum 5 years' experience in a highly competitive airline/travel market, in a similar job role
- Knowledge / Skills
- Computer basics, proficient in MS Office

CORE COMPETENCIES

- Customer Focus
- Team work
- Effective Communication
- Personal Accountability & Commitment to achieve
- Resilience and Flexibility (Can do attitude)

About the Company

Dubai-based flydubai strives to remove barriers to travel and enhance connectivity between different cultures across its ever-expanding network. Since launching its operations in 2009, flydubai has:

• Created a network of more than 90 destinations in 44 countries.
• Opened up 62 new routes that did not previously have direct air links to Dubai or were not served by a UAE national carrier from Dubai.
• Operates a single fleet type of 58 Next-Generation Boeing 737-800 aircraft and will take delivery of more than 100 aircraft by the end of 2023.

In addition, flydubai's agility and flexibility as a young airline has enhanced Dubai's economic development, in line with the Government of Dubai's vision, by creating trade and tourism flows in previously underserved markets.