Security and Stakeholder Administrator

This role reports to the Head of Security and Stakeholder and give administrative assistance to the Security and Stakeholder Department KEY RESPONSIBILITIES Strategic Act as Security and Stakeholder Relations Department first point of contact with people from both inside and outside the organization. Perform and carry out duties as instructed/ directed by the Head of Security and Stakeholder Relations. Keep track of Security and Stakeholder Relations staff records including contact details and emergency contact details. Financial Manage the petty cash of the Security team under the supervision of the Security managers. Stakeholder / Customer Issuing the staff depot car pass of Dubai Metro and Tram to New Joiners, Existing employee, Contractor/Third Parties and etc. Responsible in scheduling meetings, taking minutes of the meeting and ensure that action register is always updated and TOR is in place including: ● ESIG Meeting. ● Multimodal Meeting. ● Rail Agency Security Committee Meeting ● KM Security Meeting with FSG-Security ● Any other required meetings within the department. Responsible for maintaining records of all documents received from the Training Department. To act as the Aconex Administrator for Stakeholder Relations and Security Department: ● Monitoring correspondence. ● Assisting in drafting responses. Liaise with the contractor about the invoices and other document requirement. Operational The Security and Stakeholder Administrator will be responsible for providing administrative and clerical support to the Security and Stakeholder Relations Team. Managing the calendar of the Security and Stakeholder Relations Team. Registering of associated details in the appropriate database(s). Co-ordinate with all concerned parties to ensure an efficient level of general office support activities – e.g. filing, diary keeping, stationery, meeting rooms management, procurement requisitions. Assist the Security and Stakeholder Relations Department in complying with documentary requirements, process requests by acquiring proper signature and submit relevant parties. Responsible for monitoring attendance, overtime, annual leave and sick leaves Facilitating the request of the Security and Stakeholder Team liaise with the contact person (work related to IT, procurement, facilities and cleaning, document review, etc.) Gathering the information about the challenges in security perspective from the Security and Stakeholder managers to prepare the meeting material of the Bi-weekly meeting Providing the security incidents related to unauthorised access and unsecured restricted area to Performance and Planning Team. To perform as Dynamics 365 user: ● Raising purchase requisition. ● Generate Accrual reports. ● Process reimbursement via Claim forms. To perform as Q-pulse user. ● Preparation of the draft, Document Change request form and Briefing Note form. ● Communicate with the reviewer to check and confirm the changes of the details.. Compiling the Executive Monthly reports with the details provided by the Security Team and Tram Management Team. Coordinate with IT department about issues related to IT Programs and system. Sub-admin to Sharedrive folders of the Security and Stakeholder team. Ensure compliance with the Keolis-MHI Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards. Ensure compliance with all training requirements of Keolis-MHI and ensure adherence to these requirements at all times whilst in employment. Perform other duties as required by the Head of Security and Stakeholder Relations or/and Chief Operation Officer. Capability /People Coordinates company events including team building, away day, annual event, briefings/presentations to make sure it runs smoothly and successfully. To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference Keolis-MHI organisational HSE responsibilities. MINIMUM QUALIFCATIONS Min. Required Desirable Education A bachelor degree holder in Business Administration and/or relevant professional qualifications Experience A minimum of 3 years as an Administrator. Skills / Training ● Excellent level of English comprehension, spoken and writing skills and in numeracy skills required to take minutes, prepare, edit, proof read letters, reports, etc. ● Excellent communication and influencing skills. ● Familiar and excellent in using Microsoft 365. ● Highly organised and methodical in approach to work. ● Motivated and flexible to work in a time-sensitive environment to respond quickly and effectively to unanticipated high workloads, events and emergencies. ● Ability to liaise in a professional and persuasive manner with staff including RTA, Dubai Police etc. at all levels in the organization. ● A dynamic, high energy individual who can support several groups/sections within a department. ● A mature and responsible approach to work and use initiative to solve problems and be able to liaise in a professional and persuasive manner with staff at all levels in the organisation. ● 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 ● Arabic speaker is an advantage Training ● Risk Assessor Training ● Q-Pulse ● Microsoft 365 (Outlook, Word, Excel, PowerPoint, Dynamics 365, etc.) ● KM Leadership Program ● People management