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