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Job description / Role
Key purpose
The purpose of this position is to provide administrative and clerical support to the Engineering Section of metro system (Engineering & Maintenance Department).
Structure and reporting relationship
This role sits within E&M team reporting to Head of Engineering…
Key accountabilities
Operational Excellence
• The Administration Officer will be responsible for providing administrative and clerical support to the Engineering section, including official letters, emails, reports and minutes of meetings;
• Responsible for the administration of the Asset Configuration Change Application register, action log and minutes of the review panel meeting;
• Responsible for the coordination and administration of the Qatar Metro Master Software Register, the population of the associated Master Software safes, and administering the release of controlled software as required;
• Responsible in scheduling meetings, coordination of appointment diaries, filing system and records;
• Responsible for the daily updating of data and preparation of daily/weekly reports as required by the department;
• Responsible for monitoring the training documents required for the Engineering section;
• Maintain soft copies of standard templates/formats to facilitate consistent & efficient documents;
• Create and maintain an efficient filing system;
• Coordinates company events including briefings/presentations inorder to ensure its smooth operation by managing details such as location, menu selection, accommodation and transportation;
• Ensure that written correspondence and internal letters are distributed to the concern department/people;
• Collate and finalise the engineering & maintenance monthly reports;
• Assist in proofreading/formatting documents, and preparation of presentations, correspondence, memos, charts, tables, graphs, plans, etc;
• SAP user – Site Purchasing Coordinator (SRM, Trips, Petty Cash);
People and Culture
• To act as the first point of contact and assist employees with any issues concerning My HR Employee Self Service;
• Perform and carry out other duties as instructed / directed by the Head of Engineering.
HSQE
• Awareness of the Integrated Management System and the content of the Safety, Assurance & Environment and Information Security Policy Statements;
• Understand the personal responsibilities and contribution of their staff (including subcontractors) in achieving compliance with the Integrated Management System, Competence Management System requirements, control measures and legal requirements. Ensure any environmental impacts, job safety analysis, information security risk assessments and competence assessments within their area of responsibility are embedded in the management systems, and communicated to those affected with a complete understanding of the potential consequences of departure from the arrangements in place;
• Exercise a personal duty of care for their own health, safety and welfare including those affected by the acts or omissions and promote the same within their area of responsibility;
• Use safety equipment (including PPE) as required and ensure that this is also enforced within their departments amongst subcontractors and third parties working in Serco’s controlled premises/systems;
• Protect information assets and data including both electronic and paper based from all threats whether internal, external, deliberate or accidental;
• Promote a good SAE and Information Security culture amongst their peers, subcontractors and third parties;
Requirements
• Ideally a Degree holder or high diploma of post secondary education in a related discipline.
• A dynamic, high energy individual who can support several groups/sections within a department;
• Possess good communication skills and the ability to manage multiple tasks efficiently and work productively in a fast-paced, team-oriented environment;
• Has a responsible approach towards work with an initiative problem-solving skill, and the ability to liaise with staff at all levels within the organisation in a professional and persuasive manner;
• Strong organisational skills, detail oriented, and the ability to handle multiple priorities;
• Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine information;
• Ability to demonstrate both good literacy and numeracy skills required for the role;
• Possess a recognised qualification in speed and accuracy typing;
• Possess strong PC skills including proficiency with MS Outlook, Word, Excel and Power Point applications as well as the ability to learn new software based applications.
• A minimum of 3 years, preferably 5 years experience in providing administrative and clerical support to group of individual in a fast paced environment
Additional/special features of the role
Scope & Complexity
• Perform advanced clerical or administrative works requiring excellent communication and coordinating skills (may also co-ordinate the work of a small admin team consisting of 2 or 3 staff);
• Manages non routine aspects of own job with limited supervision;
• Routine decisions based on standard rules and procedures;
• Participates cooperatively and makes constructive contribution to team efforts supporting junior team members
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.